User (Student) Instruction Manual Local Document Archive Maintenance System (SOLAD)

Transcription

1 User (Student) Instruction Manual Local Document Archive Maintenance System (SOLAD) Warsaw School of Economics 1/15

2 The Local Document Archive Maintenance System (SOLAD) is a programme that serves to submit, catalogue, search and view documents such as term papers, thesis papers, dissertations and other similar documents. The application aims to support the work of the Dean s Office, Libraries and Archives in document management. In the case of the student account, SOLAD serves mainly to submit and view documents. Users are given access to an individual account protected by a password. The programme is accessed through the web page. The User can then submit their document to the system and access the Supervisor s comments. More information on using the account can be found further in the instruction manual. SOLAD PROGRAM START PAGE The User logs into the system. The system is accessed via the web page : To login fill in the empty [Login] and [Password] fields using the same access details as for the Akson Server. Press the [Login] key. 2/15

3 To change the language of the User account, click the appropriate flag in the top right hand corner: Once logged into the system it is necessary to complete the User account details by defining the values in the fields as described below: Organization Unit and Student ID number. Choose from: 1. Office of the Dean of Master s Studies 2. Office of the Dean of Bachelor s Studies 3/15

4 To submit a New document to the system you need to: 1. Press [New document] in the [Documents] tab 2. Choose the document authors. The default value is the current user. The default address, to which the Plagiat.pl system will send the Similarity Report is the user s address in the sgh domain. 3. It is optional to provide an alternative address to which the Plagiat.pl system will send the Similarity Report. Warning: Once the submitted address is confirmed, it will be impossible to edit later. The following message will appear: 4/15

5 If the user has defined, in point 3, an alternative address to which the Plagiat.pl system will send the Similarity Report the system will show the following information: 4. Choose the Organisation unit to which the student is registered. To choose press the arrow next to the [Organisation unit] box to open the drop-down list. Choose form: Office of the Dean of Master s Studies Office of the Dean of Bachelor s Studies 5. Choose a document category. Open the drop-down [Category] list. Choose from : Master Thesis Bachelor Thesis Article Essay Report Script 6. Choose a form of studies. Open the drop-down [Form of studies] list. Choose from : Full-time studies Full-time English language studies Part-time evening studies Part-time weekend studies Next press the [Continue] key. 5/15

6 If the user has not defined, in point 3, an alternative address to which the Plagiat.pl system will send the Similarity Report, it will be possible to view the document data as follows: If the data is correct, press the [Accept] key. If the user has defined, in point 3, an alternative address to which the Plagiat.pl system will send the Similarity Report, it will be possible to view the document data as follows: If the data is correct, press the [Accept] key. 7. Choose your Supervisor. 6/15

7 The default address, to which the Plagiat.pl system will send the Similarity Report is the Supervisor s address in the sgh domain. 1. It is optional to provide an alternative address for the Supervisor to which the Plagiat.pl system will send the Similarity Report. Warning: Once the submitted address is confirmed, it will be impossible to edit later. The following message will appear: 2. Complete document title. 3. Complete key words describing document (separated by a space),[10-60 characters] If the submitted text is between 10 to 60 characters long the program will accept the document information. Continue to the next point. If the submitted text is shorter than the required amount the program will demand a longer description. The message The text must be 10 to 60 characters long will appear. 4. Complete a short (no more than a few sentences) abstract [ characters]. 7/15

8 Each word in the abstract should be separated by a space. If the user does not separate the words the following message will appear: If the submitted text is between 500 do 1000 characters long the program will accept the document information. Continue to the next point. If the submitted text is longer or shorter than the required amount the program will demand a change. The following message will appear: 5. Attach the PDF file containing the document. Warning! Only files in the PDF format will be correctly processed. If the user attempts to upload a file in any other format the following message will appear: By pressing the [Return] key the system will automatically return the user to the Edit document 8/15

9 data page where a file in the correct format can be uploaded. 6. Define document accessibility. The student decides whether to grant the Warsaw School of Economics access to their document. This is done by checking the appropriate box [I agree], [I do not agree]. The default value is : [I do not agree]. If the student agrees to grant access to the document it will receive the status Publishing allowed : The document Statement regarding consent to access thesis paper (only necessary if the student decides to grant access to their thesis paper) is available in the [Documents to print Basic documents] folder that will open after the verification of the electronic and paper copies has been passed. Below is a view of the Documents to print folder: If the student does not grant access to the document it will receive the status Publishing 9/15

10 denied. The Statement regarding consent to access thesis paper document is automatically removed from the [Documents to print Basic documents] folder. Below is a view of the folder: Once the above steps have been completed the author has the option to: 1. Save the draft to edit later [Save] the message Document draft saved to edit will appear - > the document will receive the status of draft The edit options available in the student user account are : [Edit document data] or [Similarity 10/15

11 verification]. Once the document is edited to the author s satisfaction the system will allow the author to continue with the [Similarity verification] process. 2. Verify the similarity of the electronic and paper versions -> To continue the submission process the two versions of the document must be proven to be identical. To screen the document press the [Similarity Verification] key. Remember: once the user has started the verification process (by pressing the [Similarity verification] key), it will be impossible to return to the Edit document data folder. The following message will appear: The [Similarity verification] page will demand the comparison of 3 pages randomly generated by the SOLAD system with the printed version of the document. The message: The system has chosen 3 randomly generated pages will appear. To begin the verification process the student must complete the following actions: Print the 3 pages randomly generated and marked by the SOLAD system by pressing the [print randomly generated pages] key. The message: Verify that the printed pages are identical with the electronic version will appear. The student compares the pages printed by the SOLAD system with the paper version 11/15

12 of the document. a) If the electronic and paper versions are identical, the student confirms by pressing the [confirmed to be identical] key. Once confirmed, the system automatically transports the user to the main menu and generates the Thesis paper upload sheet. The message: The document has been approved. Click here if you want to view the document. will appear. By clicking, the system will show data concerning the document. b) If the electronic and paper versions are not identical, the student presses the [not 12/15

13 confirmed to be identical] key. The system automatically transports the student to the Edit document data page where the student must upload a new version of the document to the SOLAD system. The procedure should be continued until both the electronic and printed versions are identical. Each verification attempt that does not confirm the electronic and paper versions to be identical is noted by the system and appears in the Thesis paper upload sheet. In the system: On the printed Thesis paper upload sheet : 3. Once the document is confirmed - SOLAD generates the Thesis paper upload sheet and the document is automatically sent to the Plagiat.pl System. The document status at this time is : report(awaiting). 13/15

14 4. The Plagiat.pl system scans the document for plagiarism and generates a Similarity Report. The Similarity Report is automatically sent to the address of the Student and the Supervisor. The status of the document changes to report(ready) a link to the Plagiat.pl Similarity Report [view report] can be found on the document list. By pressing the above mentioned icon the system will open the report in the html format. To print the Similarity Report Summary the student must click the [Download and print] key on the Documents to print page. To make the interpretation of the report easier the student can download the Instruction for the interpretation of the Similarity Report to be found on the Documents to print-additional documents page. 14/15

15 5. Lastly the user is directed to the [Documents to print] page. All the required documents are to be found here (the documents will only be generated once the Plagiat.pl Similarity Report is ready). The user should use the [print] key beside each document to print the following documents: Thesis paper upload sheet Similarity Report Summary Plagiarism identification sheet Thesis paper evaluation sheet For the Supervisor to receive and accept the completed thesis paper the student must submit the documents enumerated in the Index of documents submitted with thesis paper that is Document no. 1 on the Basic documents list. If the Supervisor asserts that the paper is of the student s authorship but requires correction due to the large amount of citations, the student will have to repeat the entire process of submission to the SOLAD system. 15/15

16 Instruction for creating PDF format files using PDFCreator. WARNING: use the PDfCreator version, to be found on the website below, to create the file. 0_9_8_setup.exe/download Once the installation file has been copied onto the computer hard drive activate the installation process. The program will be installed and a subfolder containing a shortcut to the application will appear in the Start menu and on the desktop. Additionally a virtual PDFCreator printer will be installed in the System files. The application will be installed in the system in an English-language version, however there is the possibility of reconfiguring the program to a different language version. To do this activate the program and access the configuration options in the Printer/Options menu and open the Language tab to choose the desired language from the drop-down list. Open the document in the text editor, next open the printer dialogue box from the menu File/ Print. Choose the previously installed virtual PDFCreator printer from the drop down list In the dialogue box. If you are using an MSWord text editor, you will need to press the Close button at the bottom of the dialogue box after choosing the PDFCreator printer to allocate the driver to the document. As the change of printer may influence the document s layout and formatting it is advisable to recheck the document to make sure it is identical to the original. Once the document is checked and if necessary reformatted, it should be saved on the hard drive before continuing to create the PDF file.

17 To continue, reopen the printer dialogue box by choosing File/Print from the menu to check if the PDFCreator is the active printer, then press OK.. A new dialogue box will open. Follow the instructions : check the box After saving open the document with the default program (1) then click Options (2). By checking the box After saving the newly created PDF document will automatically be opened in the default PDF Reader. By clicking Options the user will be able to reconfigure the program s options in creating PDF files. Clicking the Save button will initiate the final step of creating the PDF file. The Save as dialogue box will then open, choose where to save the new file (1), and give the file a name (2). Press the Save (3) button to close the dialogue box and open the new PDF file. WARNING: Any changes and formatting in the text must be completed before converting the file. It will be impossible to make changes to the PDF File. This is the only file conversion method that will guarantee a correct file upload and processing in the SOLAD application.