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Publication of Archival Journals Accompanied by CD-ROMs

Marion O. Hagler, William M. Marcy, Jerry R. Yeargan, Kenneth R. Laker, Robert L. Sullivan, Janet C. Rutledge, David A. Conner, Shirlene Hagler

Abstract- This contribution documents some of the ideas, processes and procedures developed for publication of professional journals accompanied by CD-ROM disks during publication of the August 1996 and November 1997 issues of the IEEE Transactions on Education. A fairly detailed account of both the philosophy behind, and the process of, producing the August 1996 issue of the IEEE Transactions on Education was included in that issue in a contribution entitled The Making of the Special Issue on the Application of Information Technologies to Engineering and Science Education. The present collection of documents neither repeats nor summarizes the content of that document. Instead, it concentrates on the refined processes and procedures implemented during publication of the November 1997 issue.


I. Introduction

The basic approach to publication of archival journals outlined in this collection of documents is (1) paper publication only of extended abstracts of the contributions, (2) CD-ROM publication of the complete contributions (which are viewed with a WWW browser and can be media rich), together with executable or installation files, for distribution and archiving, and (3) electronic submission and review of the contributions to achieve publication within 6 to 9 months after submission. A notable result of this approach is capability for archival publication of interactive instructional material prepared for delivery via the WWW.

This approach to electronic publication of archival journals stems from a suggestion made by Chalmers F. Sechrist[1] and from the experience in publishing the August 1996 issue of the IEEE Transactions on Education[2], [3], [4]. An important result of that publication was demonstration of the practicality of (1) author preparation of media-rich HTML documents with readily available tools, (2) author verification of the CD-ROM content via access to a WWW server that contained the contributions and (3) paperless review of the contributions via access to the WWW server and e-mail.

After the review process for the August 1996 issue was completed, the server was opened for public access for a few months before and after publication to give early access to the contributions, as well as to increase their visibility. From June 21, 1996 when the server was opened for public access until December 1 (when the material was removed from public access on the WWW), the server experienced more than 70,000 hits from more than 2,600 different computers and transferred more than 1,100 MB of data. To put the 2,600 different visitors in perspective, membership in the IEEE Education Society is about 3,000 and the normal print run for the IEEE Transactions on Education is about 5,000. These numbers suggest that there is considerable capability for, and interest in, viewing contributions published in this manner.

This collection of documents is intended to document experiences that could prove helpful to future experiments in new approaches to archival publication. As a means of encouraging experimentation by future contributors, it includes a brief tutorial, with examples, that emphasizes features of HTML especially relevant to HTML documents prepared for publication in archival journals accompanied by CD-ROMs. A brief glossary of relevant terms also is included.

Note: Because this contribution consists of a large number of files and folders, a directory view of its structure may be helpful. Supplemental links for navigation appear at the end of most pages.



II. Editing Archival Journals Accompanied by CD-ROMs

A. Instructions for Submission

In early December 1996, the Instructions for Submission for the August 1997 and November 1997 issues of the IEEE Transactions on Education were placed on the WWW server that had hosted the August 1996 issue. These instructions for submission evolved from those for the August 1996 issue. Specifically, note the added requirement for an entry point HTML document for each contribution. This document introduces the contribution and is easily accessible over the WWW by reviewers and editors. Note also the 6-month interval between the deadline for submission of contributions and the cover date of the issue. This interval seemed possible by expedition of the review process through ready access to the files over the WWW for authors, reviewers and editors.

Although this approach to submission and review generated positive comment from both reviewers and authors who submitted contributions, the number of submissions may indicate that preparing HTML documents before the contributions can be reviewed may discourage, currently, some authors from preparing submissions. For the August 1996 issue, all authors ultimately were persuaded to prepare at least one HTML document for their contributions, but most of them did so only after initial review of their files indicated that their contributions, suitably modified, could be acceptable for publication. Such reluctance likely will decrease in the future as tools for preparing HTML documents become more powerful, more widely available and more familiar to engineering educators.

Because the combined number of contributions to the August 1997 and November 1997 issues was approximately the same number as for the August 1996 issue, all contributions were published on a single CD-ROM that accompanied the November 1997 issue. The Preface to the Rapid Publication Supplement addresses in more detail issues of collecting and publishing contributions for this particular issue.


B. Copyright Issues and Copyright Forms

The IEEE helps clarify copyright issues for editors and contributors.


C. Collection of Contributions via FTP

Direct submission and validation of files by authors can be convenient for both authors and editors. The secret of convenience is a controlled access file server specially configured to serve simultaneously as an FTP server and as a WWW server. Such a server permits a contributor to view and check files immediately after uploading them.


D. Paperless Review of Contributions

In the paperless review process, reviewers access the contributions on a controlled access WWW server and submit the reviews via e-mail.


E. Construction of the CD-ROM

Making the CD-ROM is not quite as simple as recording the files of a working WWW server. Possible pitfalls involve ignoring differing length and case sensitivity restrictions for file and directory names under different operating systems, and failing to detect both new viruses and those specific to a particular operating system different from the one with which the CD-ROM is prepared.


F. Description of the WWW Server

A computer with only modest capabilities can function satisfactorily as the server required during the publication process.


G. Adobe Acrobat and HTML

Both Adobe Acrobat and HTML files allow cross-platform viewing of documents with WWW browsers and hence are potentially useful for publishing archival journals accompanied with CD-ROMs. Each approach offers strengths and shortcomings.


H. Publicity

Placing the contents, or a portion, of the CD-ROM contents on the WWW for a time does not automatically ensure visibility for the issue. Achieving appropriate visibility can involve registering the site with one or more of the highly popular WWW search services and publicizing it on related newsgroups.



III. Creating HTML Technical Documents

An earlier version of this section, together with additional material on Copyright Issues and Copyright Forms and the relationship between Adobe Acrobat and HTML, was made available to prospective contributors on the same WWW site as the Instructions for Submission, in December 1996. Although information on authoring HTML documents is widely available, features especially promising to engineering educators often receive less emphasis than those most useful for authoring home pages. This section is therefore intended to provide supplemental information to potential authors.


A. HTML Technical Documents for the WWW and CD-ROM Disks

In addition to hyperlinks to files on local disk drives and to sites on the WWW, HTML documents can incorporate multimedia, equations, imagemaps and JavaScript. This section shows examples that incorporate these features.


B. Tools for Creating HTML Documents

Widely used word processors, as well as specialized HTML editors, include HTML features and templates that make creating and editing HTML documents far easier than the early approach of creating them from an empty text file with a simple text editor. Information about such tools, and sites from which some of them can be downloaded, appear on the WWW.



Acknowledgments

The authors are grateful to all those who helped make possible the publication of the August 1996 issue of the IEEE Transactions on Education and its accompanying CD-ROM. Co-sponsors included the IEEE Education Society, the IEEE Foundation, the Division of Undergraduate Education of the National Science Foundation, the IEEE Educational Activities Board, the IEEE Computer Society, the IEEE Technical Activities Board, the International Engineering Consortium, the IEEE Circuits and Systems Society, the American Society for Mechanical Engineers and the IEEE Engineering Management Society. The authors are especially grateful to the IEEE Education Society, which not only was the lead co-sponsor of the August 1996 issue, but sponsored publication of the November 1997 issue with a CD-ROM, as well.



References

  1. Chalmers F. Sechrist, IEEE Education Society ADCOM meeting, June, 1995.
  2. Marion O. Hagler, William M. Marcy and Jerry R. Yeargan, "CD-ROM/WWW Technology: A Pragmatic Approach to Cross-Platform Archival Publication, "Applied Computing Review 3, 16 (1995).
  3. Marion O. Hagler, William M. Marcy, Jerry R. Yeargan, Kenneth R. Laker, Robert L. Sullivan and David A. Conner, "The Making of the Special Issue on the Application of Information Technologies to Engineering and Science Education," IEEE Trans. Ed. 39, 450 (1996). Additional material on CD-ROM, folder 037.
  4. Marion O. Hagler, Kenneth R. Laker, William M. Marcy, Jerry R. Yeargan, Robert L. Sullivan and David A. Conner, "Standards, the Virtual University and CD-ROM/WWW Technology," 1996 ASEE International Conference Proceedings," CD-ROM, file /PAPERS/HAGLER.PDF.


Contact Information

Marion O. Hagler
Department of Electrical Engineering
Texas Tech University
Lubbock, TX 79409-3102
USA
Phone: 806-742-2396
Fax: 806-742-1245
E-mail: m.hagler@ieee.org

William M. Marcy
Box 43103
College of Engineering
Texas Tech University
Lubbock, TX 79409-3103
USA
Phone: 806-742-3451
Fax: 806-742-3493
E-mail: cswmm@coe1.coe.ttu.edu

Jerry R. Yeargan
Department of Electrical Engineering
University of Arkansas
Fayetteville, AR 72701
USA
Phone: 501-575-6055
Fax: 501-575-7967
E-mail: j.yeargan@ieee.org

Kenneth R. Laker
University of Pennsylvania
Department of Electrical Engineering
Moore Building, Room 215/6314
220 South 33rd Street
Philadelphia, PA 19104-6390
USA
Phone: 215-898-5340
Fax: 215-573-2068
E-mail: k.laker@ieee.org

Robert L. Sullivan
College of Engineering
Florida Institute of Technology
150 West University Boulevard
Melbourne, FL 32901-6988
USA
Phone: 407-768-8000/7318
Fax: 407-686-0883
E-mail: sullivan@zach.fit.edu

Janet C. Rutledge
Division of Engineering Education and Centers
National Science Foundation
4201 Wilson Blvd., Room 835
Arlington, VA 22230
USA
Phone: 703-306-1666
Fax:
E-Mail: jrutledg@nsf.gov

David A. Conner
Department of Electrical and Computer Engineering
University of Alabama at Birmingham
Birmingham, AL 35294-4461
USA
Phone: 205-934-8440
Fax: 205-975-3337
E-mail: daconner@eng.uab.edu or d.conner@ieee.org

Shirlene Hagler
P. O. Box 4539
Lubbock, TX 79409
USA
Phone: 806-785-3494



Biographies

Marion O. Hagler (S'61-M'72-SM''79-F'80) is P. W. Horn Professor of Electrical Engineering at Texas Tech University. He serves as chair of the Finance Committee of the IEEE Educational Activities Board and on the Administrative Committee of the IEEE Education Society. He has served as Chair of the IEEE Awards Board, President of the National Electrical Engineering Department Heads Association and as Chair of the Steering Committee for the Frontiers in Education Conference. He is a Fellow of the IEEE, the Optical Society of American and the Society for Design and Process Science.

William M. Marcy (M'67) is Professor of Computer Science and Associate Dean of Engineering for Research and Administration at Texas Tech University. He has extensive experience in developing commercial software and hardware. Recently, Dr. Marcy has been exploiting databases as flexible data structures for interactive multimedia software. As Multimedia Associate Editor for both the August 1996 and the November 1997 issues of the IEEE Transactions on Education, he configured and operated the FTP/WWW servers and produced the CD-ROMs for replication. As Associate Dean of Engineering, Dr. Marcy acts as Director of Continuing Engineering Education for the College of Engineering.

Jerry R. Yeargan (S'66-M'67-SM'77-F'95) received the Ph.D. degree from the University of Texas at Austin and holds the position of University Professor in Electrical Engineering at the University of Arkansas. He is a Fellow of the IEEE and of the American Society of Engineering Education. Dr. Yeargan currently serves as IEEE Vice President for Educational Activities. He was president of the Education Society in 1992-1994. He is a member of the Engineering Accreditation Commission (EAC) of the Accreditation Board for Engineering and Technology (ABET) and chair of the EAC Criteria Committee. He was recently elected to the ABET Board of Directors.

Kenneth R. Laker (S''70-M'73-SM'78'-F'83) received the B. E. degree in EE from Manhattan College, and the M. S. and Ph.D. degrees from New York University. He is Alfred Fitler Moore Professor of EE at the University of Pennsylvania and served as Chair of the EE Department from 1984- 1992. Dr. Laker has contributed four text books, over eighty scientific articles, and six patents. He is a Fellow of the IEEE and received an IEEE Centennial Medal in 1984. Dr. Laker has served as President of the IEEE Circuits and Systems Society, on the IEEE Board of Directors, as Vice President of Educational Activities and as Chair of the IEEE Philadelphia Section.

Robert L. Sullivan (S'67-M'69-SM'87-F'94), Dean of Engineering at Florida Institute of Technology, has served as Chair of the EE Division of ASEE, Chair of the Southeastern Association of EE Department Chairs, Chair of the National Electrical Engineering Department Heads Association(NEEDHA), President of the IEEE Education Society, and member of the IEEE Technical Activities Board, the IEEE Educational Activities Board, and the Engineering Deans Council of ASEE. Dr. Sullivan is a Fellow of the IEEE and a Tau Beta Pi Eminent Engineer. Dr. Sullivan was one of the NEEDHA Outstanding Service Award recipients in 1997.

Janet C. Rutledge (S'81,M'90) is a Program Director in the Division of Engineering Education and Centers at the National Science Foundation. She is on leave from her faculty position in the Electrical and Computer Engineering Department at Northwestern University. She received the Ph.D. in Electrical Engineering from the Georgia Institute of Technology. Her research interests include digital signal processing to enhance speech and audio signals for the hearing impaired. She is on the ADCOM of the IEEE Education Society and is a Director of the ASEE Educational Research and Methods Division. Dr. Rutledge is also a member of the Board of Trustees of the Rensselaer Polytechnic Institute.

David A. Conner (S'59-M'62-SM-72-F'95) received B.S.E. and M.S. degrees from Auburn University and the Ph.D. degree from the Georgia Institute of Technology. He is Professor of Electrical and Computer Engineering and Managing Director of the Center for Telecommunication Education and Research at the University of Alabama at Birmingham. He is a Past Director of the IEEE and currently serves as Parliamentarian to the Board of Directors. IEEE service has included membership on the Institute's Educational Activities Board, Education Society ADCOM, Finance Committee, Nomination and Appointments Committee, Regional Activities Board, Region 3 Executive Committee, United States Activities Board and various review committees.

Shirlene Hagler received a B. S. degree from Mary Hardin Baylor College in 1962 and a Master of Interdisciplinary Studies degree from Texas Tech University in 1984. As Coordinator of Information Systems for the Office of Research Services at Texas Tech through 1995, she established that office's first WWW server and began posting information about research funding on the WWW. For the August 1996 special issue of the IEEE Transactions on Education, she designed and constructed the home page and table of contents, as well as edited the HTML documents prepared by the authors for that, all from her desk at Kumamoto University in Japan.

 

Instructions Copyright FTP Review CD-ROM Server Acrobat Publicity HTML Tools