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WPI Student Projects: Submission Process

1. What are e-projects?

E-projects are digital files submitted by WPI undergraduate students. They include Interactive and Major Qualifying Project reports, as well as any supplementary files that students choose to submit along with their reports. They are submitted through eProjects 2.0. The system requires advisors to approve the final projects and ties in with the Registrar's records, so that students demonstrate the meet Completion of Degree Requirements (CDR). After submission through eProjects 2.0, the files are transferred to Digital WPI, a system that archives reports to make them available worldwide, unless your advisor wants the report restricted from display for a limited time.

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

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

If you find a problem with the archiving process, please report via email to digitalwpi@wpi.edu. Your report of any problems will ensure the system works well for current and future students, faculty, and visitors to the archive from around the world.

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. What if I have partners on my project?

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 students 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 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 if things are set for me to submit?

That's a great idea.

If you login to the eProjects 2.0 site you can see the list of projects you can submit. This will likely 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 that you 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.

To check these things out, go to eprojects.wpi.edu 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 their approval of your project to the Registrar's Office before 4 pm on the tenth day of the term after you complete your project. 

If, however, you plan to graduate in May, you must submit earlier in order for your degree requirement to be recorded prior to graduation. That deadline date can be found in the calendar of the Registrar's Office.

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5. How does the process work?

The student process is outlined in this checklist.

  • A student or a student team submits a PDF through the system and the advisor must approve the final report.
  • In the submission process, there is a web page in which the student or team 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 description of the project in Digital WPI.

  • There may be two titles. The one which will appear on 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 student transcripts. 

  • 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.

  • Before submitting for advisor approval the students must each complete a simple survey.

  • Once a project is submitted, the advisor receives an email message notifying them that the project is ready to be approved. The advisor then examines the report and descriptive information. 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 changes needed. The students can then make changes altering the descriptive info, or replacing the PDF, and re-submit to the advisor for approval again.

  • No grades are assigned, and the eProject is not available for view, until it has been reviewed by the Registrar's Office.

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6. Why is there a survey about the project?

The faculty wants to hear from the students about their project experience in hopes of making 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.Students and faculty will be able to access the aggregated anonymous results through the office of Institutional Research.

All student assessments since the 2019/2020 academic year are being collected and will be made available by the Office of Institutional Research to students and faculty as aggregated anonymous results. 

To view student assessments through the academic year 2018/2019, see:

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7. How can eProjects be accessed in the future?

eProjects are made available for worldwide Internet access at digital.wpi.edu unless access is restricted by the advisor during the submission process. Past projects can be discovered through digital.wpi.edu, as well as through web searches.

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8. What are the web access options?

The student(s) should consult with their advisor(s) to be sure the project is restricted in the appropriate way, and only if there are concerns with exposing the project to a world-wide audience. The advisors should review the students' choice when they accept/reject the submission.

There are four choices for web access to the project:

  • 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.
  • Restrict (or permit) access to supplementary files in different ways from the main project report (mixed access). There is a time limit on the restrictions chosen for supplementary files as there is for the main report.

Restriction Time Limit:  The work may be restricted for at most 3 years at the time of submission. When that time runs out, the advisors will be emailed informing them of the upcoming release. The advisors can request that the project be restricted for another two years. By vote of the faculty, restricting access for any time beyond five years requires the approval of the Provost.

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9. What are the licensing (copyright) options?

As a student, you own the copyrights for your own work, including your final project.  In the process of submitting your project you are asked to agree to WPI publishing your work in the library's digital archive:

"I hereby grant to WPI or its agents the right to archive and to make available my e-project in whole or in part in the University Libraries in all forms of media, now or hereafter known.  I retain all proprietary rights, such as patent rights.  I also retain the right to use in future works (such as articles or books) all or part of this e-project."

This agreement does not impact your copyrights. 

In addition, you may wish to apply licensing terms to your main report or to supplementary files.  If you do not, the copyright statement will read "all rights reserved."

You may alternatively choose to apply licensing terms (such as Creative Commons licenses) to your primary report and/or your supplementary files.  

For more information about Creative Commons and other licensing options, see the library's guide to copyright.

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10. How do I make a PDF/A?

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

Read more about PDF/A and how to create PDF/A files on Wikipedia, or contact the IT Service Desk.

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11. 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 use open, non-proprietary, and widely used file formats; for more detailed suggestions see a list of preferred archival formats such as this one from the University of Washington.

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

Please let us know!  Contact us at: its@wpi.edu, or submit your request for support using this form at https://hub.wpi.edu/Request.

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13. Why doesn't my project appear in the archive on Digital WPI?

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 they have determined it is complete and all requirements have been met. 

After your project has been reviewed and released by the Registar, the library reviews the description of the project and migrates projects to Digital WPI.  This process can take some weeks depending on the time of year.

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