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IT Knowledgebase: SharePoint: Thesis Specific

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 Do I have to use SharePoint for my thesis?
Resident students are required to use SharePoint. For DL students, SharePoint is not required, but recommended.

 How do I get a SharePoint site for my thesis?
ITACS will create a SharePoint thesis site for you at the beginning of your second-to-last quarter using information from Python. If you would like a thesis SharePoint site sooner than that, fill in your thesis title and thesis advisor information in Python (Instructions here) and then send a request for the site to be created to the TAC Instructions here.

 What if I’m working on my thesis and it freezes?
With or without SharePoint, Microsoft Word may freeze while you are working on your thesis. If it does, it may be because of interactions between Word and MathType, or issues with embedded graphics. Call the TAC, x1046, to be put in touch with someone who can fix the problem.

 I have already started my thesis. How do I get it into SharePoint?
To put your thesis into SharePoint:

  1. Go to your SharePoint site by clicking on the link in the e-mail that announced your site.
  2. Click Upload Document
  3. Click Browse
  4. Find your thesis (on your H drive, thumb drive, etc.)
  5. Click Save and Close.

 Can I get to my SharePoint site from home (or as a Distance Learning student)?
Yes. DL students or anyone who wants to access SharePoint from home will need VPN client software installed on your home PC or laptop. To obtain the VPN client please go to the following link and click on Available Software list: http://www.nps.edu/Technology/Downloads/SoftwareLibrary.html

  1. Log in with your NPS account (ERN\username) then your password.
  2. Once you are logged in, click on VPN Client Software
  3. Read the install notes and follow the instructions.

 Can I get to my SharePoint site when I’m connected to the network via a wireless connection?
Yes. Anyone using the VPN client, not a domain member or using a wireless connection must use this URL: http://researchsp/sites/username/default.aspx (of course, putting your login name where it says “username”.) If prompted for your username and password type: ERN\username then your password.

 Check-in and Check-out? What’s that?
You and your advisors should always check out your thesis from SharePoint whenever you make changes. Note that SharePoint does not prevent you from opening your thesis by just double clicking on it, but it opens in read-only mode. To save your changes, you would have to give it a different name, making it difficult for your team to recognize the current copy. Instead, you want to use SharePoint versioning. Check-out also prevents two people from editing the same file at the same time.

 How do I check out my thesis for updates?
To check out and work on your thesis:

  1. Move your cursor over the filename of your thesis.
  2. Check the down arrow.
  3. Select Check Out.
  4. To open the document, select “Edit in Microsoft Office Word”. When it opens, there will be a Task Pane on the right with a Check In button. While you have the document checked out, no one else will be able to open it except in Read Only mode.
  5. Make any editing changes you want to make.
  6. When you are finished, Save your changes then,
  7. Click “Check In” on the Task Pane on the right, or
  8. Click File, Check In.
  9. In the Comments block, place a brief comment that identifies the changes you made, like “Checked and corrected sources per Prof. Smith’s request” or “Verified and implemented formatting changes noted by thesis checker”. Comments are required.
  10. Exit Word.
  11. To read the comments for each version, move your cursor over the thesis filename, click the down arrow, and select “Version History”.

 What about PDF (Acrobat) files?
Open PDF files by double-clicking on them, not via the drop-down menu.

 

 What if my thesis advisor (or anyone else I’m working with) checked out my thesis and then went out of town?
During business hours, call the TAC, x1046. After hours, you can open your thesis read-only, save it with a new name, and work on it. You can upload it to your SharePoint site as in 3. above. Then, next business day, you can call the TAC and have your thesis checked back in by an administrator. NOTE: the version you would be working on would not contain any changes the advisor made on the copy he (or she) checked out. You would need to coordinate with your advisor as soon as possible to reconcile differences.

 How can I get back to my personal SharePoint site to work on my thesis?
Initially, you should click on the link in the e-mail that announced your site to you. Once there, save the URL in your Favorites. Site content is accessible from both a Web browser and through clients that support Web Services.

 How do I notify the Thesis Processor that I have my thesis ready for review?
Send an e-mail to thesisdraft@nps.edu. Please include the link to your site in your email.

 How does the Thesis Processor in the Research Office notify me of needed changes?
The thesis processor will notify you by e-mail.

 How does my thesis advisor get access to my thesis-in-progress?
All advisors you have entered into PYTHON (as required) will have access to your SharePoint site.

 How do I "fall back" to a previous version of my thesis, to undo current changes?
Move your cursor over your thesis filename, click the down arrow, and select “Version History.” Based on the comments, decide which version you want to fall back to.

 I'm in my final quarter, and I haven't received info about my sharepoint site. What do I do?
Contact the Technology Assistance Center (TAC) with your request, and we'll get a site setup right away. The TAC website, along with contact information, is located here: http://www.nps.edu/Technology/Help/Help.html

 In Python, where do I enter my Thesis Information?
The process is as follows:

  • After logging in to Python, expand "Student Folio" (left-hand menu)
  • click on "My Matrix" and then select the "Student Information" tab.

You will see a section on the Student Information page for Thesis Information. It should be self-explanatory after that.

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