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 complete the Security Assessment via OU IT: https://itsupport.ou.edu/TDClient/30/Unified/Requests/ServiceDet?ID=64

• 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/

    • “Once a dissertation has been submitted and approved in ETD Administrator, it will be delivered in a batch once per term to ProQuest and ScholarlyCommons subject to any embargoes. It may take additional time for dissertations to appear online after submission. Learn more about embargo options here.

      Dissertations at the University of Pennsylvania are available through three primary venues: ProQuest, ScholarlyCommons, and for dissertations prior to 2020, the Penn Libraries stacks. More information about ProQuest and Scholarly Commons can be found in Dissertation Embargo Guidelines. “

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

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

    • “Dissertations are available through three primary venues: ProQuest, ScholarlyCommons, and for dissertations prior to 2020, the Penn Libraries stacks. Students may apply for a delay in publication/embargo in ProQuest and in ScholarlyCommons.”

• 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: ETD Administrator

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.

Melissa’s findings based on further research: It is possible for a thesis/dissertation to have a different embargo in ProQuest vs. the institutional repository. See, for example:

• 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.”

• Arizona State University’s page What’s a thesis or dissertation embargo, and when to use it? | Graduate College

  • “In unique cases, students may be granted an embargo of their document for an additional two years by emailing gradformat@asu.edu before the original embargo expires. The maximum allowable embargo period for the ASU Digital Repository is four years, while ProQuest may allow for an indefinate embargo. Those requests are to be emailed to disspub@proquest.com.”

• CUNY’s Research Guides: Dissertations and Theses: Embargoes

  • “If you want to change your embargo settings after you've deposited or graduated, you must contact ProQuest and the Graduate Center Library separately.”