Wikimecum:Electronic Submissions

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ELECTRONIC SUBMISSIONS for VPC SERVER

In addition to submitting your E-Project, through the WPI library system, you must also follow the following instructions to fulfill your electronic submission requirements for the VPC archives.

Overview

  1. Set up an SFTP transfer connection
  2. Upload project files to VPC server (a copy of your Final CD)
    • Make sure your Wordpress CMS points to the files on the VPC server (if your team has a CMS)
  3. Upload project web-sites (if different from CMS)
  4. Complete Dspace entry into VPC IQP Database

Set up an SFTP transfer connection

In order to transfer files to the Venice server, you will need to use a secure FTP (SFTP) program in your Windows PC. I recommend you download and install Filezilla which is free. The following instructions refer to Filezilla, so if you use another program you’ll have to find the equivalent commands.

  • Start Filezilla (in "Filezilla FTP Client" folder under "Program Files")
  • Click on File > Site Manager...
  • Click "New Site"
  • Make up a name for your connection (like "Venice") - it doesn't matter
  • On the "General" tab, type in the following:
    • Host: 88.149.177.23
    • Port: 44
    • Server Type: SFTP - SSH File Transfer Protocol
    • Logon Type: Normal
    • Username: ve09
    • Password: same as overall group alias (minus the @wpi.edu part)
  • click CONNECT
  • After creating the site you can re-connect to it at a later date by selecting the Site Name (“Venice” in our example) from the Site Manager, which you can reach by clicking File>Site Manager

Upload Project Files (copy CD onto server)

  • After you log in via SFTP, you will automatically be viewing the /home/ve09 folder
  • Go to the /projects directory by clicking TWICE on the ".." folder (bottom right pane) and then double-clicking on "projects"
  • Go to the "vpc" folder by double-clicking on it
  • The top of the upper right-hand pane (after "Remote Site:" should say
    • /projects/vpc
  • Go to the "B09" folder by double-clicking on it
  • The top of the upper right-hand pane (after "Remote Site:") should say
    • /projects/vpc/B09
  • Inside this folder you will find a directory named exactly like your team email alias (minus the @wpi.edu).
    • Example: /projects/vpc/B09/ve09-ships
  • In your server directory, you should create a CD folder, using your team email alias
    • Example: /projects/vpc/B09/ve09-ships/CD
  • Using the exact same folder structure as the Final CD, copy the entire CD into the above folder
  • Test that the files can be opened remotely by going to the URL, for example: http://www.veniceprojectcenter.org/B09/ve09-ship/CD (note this may not work if server does not allow DIRECTORY views, so, if you can, put an index.html file in there to make it work). You should be able to check the files directly from Filezilla anyhow.

Upload project Web Pages (team webpage/CMS)

Unless they have created a “special” web site for your project, this section refers to you basic project web page, which should have been already created using Word Press.
Using the "wp-admin" screens (by adding "wp-admin" at the end of the Wordpress page URL) do the following:

  • Select a WordPress template that allows Menus. Contact Prof. Carrera if you need him to load up a specific template and you don't have access permissions to do it yourself on the Venice server.
  • Create Menu entries for each component of your project (based on the folders of your CD). Be more creative in the way you organize this if you can. Don't just make menu entries with the CD folder names (that would be boring...)
  • Point each menu entry to the server address where the corresponding files are located
  • Test that the files can be opened remotely by going clicking on each of your menu entries

Complete the Dspace Entry

  • Get into Dspace
  • If you are new to Dspace you need to register (bottom right)
  • Inform Prof. Carrera that you are registered so he can add you to the STUDENTS group which will allow you to ADD your entry to the Dspace database
  • After you are a member of the "students" group, go to the Home page (click Home on the top left breadcrumb where the skyline is)
  • Click on Venice project Center under Communities (bottom of home page)
  • Click on IQP under "Collections in this Community"
  • Click "Submit a new item for this collection"
  • On the "Item Submission" pages do the following:
    • On the "Describe Item" page:
      • fill out the Authors, click add after each one
      • fill out theTitle,
      • skip to Language and select English (United States)
      • click Next
    • On the second Describe Item page:
      • enter several searcheable Keywords
      • cut and paste your project Abstract into the abstract box
      • SKIP THE SPONSOR (there is a bug here that we are fixing)
      • cut and paste the TEXT ONLY of your Executive Summary into the Description box (if you cut and paste figures, you will get an error)
      • click Next
    • On the Upload File(s) page:
      • Click Choose File
      • find and select the PDF version of your report on your hard drive
      • click Next
    • On the Review Submission check your entries and fix them if necessary
      • click Next
    • On the Distribution License page check the I Grant the License checkbox
      • click Complete Submission
    • Save and close the program.
  • Use the examples of recent projects in Dspace as guidance.
  • To see what Dspace is replacing, look at the complete database of IQP’s in Venice which was in MS Access. Use those entries as examples for your keywords, if needed.
  • Contact Prof. Carrera if you have any questions.
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