2024-05-20 Meeting notes

Clarify role/expectations the Graduate College

Discuss timeline

A late Sept./Early Oct. implementation would allow the Graduate College sufficient time to adequately manage staffing needs and to widely promote this change with graduate students, faculty & staff.

Next steps:

• Graduate College to submit a site setup request via this form: https://www.etdadmin.com/main/sitesetup . That would require the list of OU graduate degrees and departments, and setup of the sandbox takes 1-2 weeks.

Student-facing guidance

In our documentation and communication to students, we provide information on the submission process. Since ProQuest submissions will migrate into SHAREOK what guidance/language does the library recommend we provide to students about their document being published in both ProQuest and the institutional repository, SHAREOK?

Recommend looking to other campuses/institutions for examples of instructional guidance. See, e.g.:

• Iowa State (non-differentiated embargo setup for ProQuest and IR)

  • Graduate College documentation: https://www.grad-college.iastate.edu/thesis/submit/

  • Graduate College’s “Availability to the Public” policy: https://www.grad-college.iastate.edu/thesis/availability/

    • “The Graduate College requires that creative components, theses, and dissertations are publicly available through our library repository and ProQuest…”

  • Custom ProQuest submission page: https://www.etdadmin.com/main/home?siteId=23

• University of Pennsylvania (differentiated embargo setup for ProQuest and IR)

  • Provost’s Office documentation: https://provost.upenn.edu/for-students/graduate-and-professional-education/graduate-degrees/dissertation-and-thesis/etd-administrator/

• OU HSC (no IR integration)

  • Graduate College documentation: https://graduate.ouhsc.edu/Information-For/Current-Students/Thesis-Dissertation

  • Custom ProQuest submission page: https://www.etdadmin.com/main/home?siteId=752

  • Custom ProQuest resources page: https://www.etdadmin.com/main/resources?siteId=752

Questions about embargoes

Graduate College still has a number of questions about the embargo process and extensions for active embargoes, given that the final documents will appear in both ProQuest and SHAREOK.

• Received clarification from Colorado State University: “If the original embargo is one year, it can be extended for another year, if approved by the graduate school. A student can request an extension beyond two years through ProQuest, but our graduate school does not extend it longer than a total of two years for the repository.”