2024-04-15 SHAREOK Support/ProQuest ETD Administrator

5 Minutes

Personnel Updates

• Former Institutional Repository Librarian Mary Stoll has moved into a new position as Digital Projects Librarian but has kindly agreed to help Melissa with ETD support through the end of this semester.

• Our new SHAREOK Assistant Erika Horton, who started today (4/15), will also be learning ETD workflows over the next few weeks.

• For the remainder of the Spring 2024 semester, we ask that Graduate College personnel use the gradshareok@ou.edu email for all ETD/SHAREOK inquires and advise graduate students to do the same, when applicable. This will help us prioritize those emails. The distribution list currently includes, Melissa, Mary, and Kristi.

• Melissa and Mary are working out final details for coverage of ETD inquiries and will provide an email update by the end of next week.

20 Minutes

Recommendation to Adopt ProQuest ETD Administrator

• Rather than continuing with the highly customized ETD submission workflow in SHAREOK/DSpace, OU Libraries is proposing the adoption of ProQuest ETD Administrator in Summer 2024.

• Additional information received from ProQuest since Melissa’s 3/28 email:

  • Melissa: “We would want to disable that option altogether so that graduate students do not see any mention of a fee when submitting an ETD. In one of our previous conversations, I believe you mentioned that would be possible, but could you please confirm that?” 

    • Gilia Smith (ProQuest): “Yes.  Our team can toggle that option off, so that students never see it.”

  • Melissa: “We are currently discussing the possibility of an early-mid Summer 2024 adoption of ProQuest ETD Administrator. Would that be feasible on your end, based on other projects that are already in the queue?” 

    • Gilia: “Yes—that is certainly do-able.”

• Discuss any questions or concerns about this recommendation.

30 Minutes

Demo by Gilia Smith, Director of Academic Partnerships for ProQuest Dissertations & Theses

• Asked about sorting by Graduate College administrator’s name. Gilia confirmed that it is possible to do that.

  • Expressed interest in automatically assigning administrators based on department. There does not appear to be an automated process for that.

• Discussed checklist, which can be customized. Only ProQuest ETD administrators can interact with the checklist.

• Demonstrated Email History

• Embargo management

• How are author name changes handled?

• Can we update the submission form to only make two Creative Commons licenses available?

• Quality control

Additional resources:

• High-level FAQ/About page: ETD Administrator

• Administrator Guide (21-page PDF): https://proquest.libguides.com/ld.php?content_id=46422982

• ProQuest Demo Site: ETD Administrator

• ProQuest LibGuide (detailed documentation and recorded webinars): LibGuides: ETD Administrator- Electronic Submissions: Home

5 Minutes

Determine Next Steps

Suggested next steps from Melissa’s 3/28 email:

1. Develop an implementation timeline, with a go live date just prior to the upgrade of SHAREOK from DSpace 6 to DSpace 7. We will still need to upgrade SHAREOK this summer as previously decided, but this way, the impact on the Graduate College and graduate students would be minimal. This timeline will help inform communication plans for proactively notifying graduate students of the change, which is something that Kristi, Abby, and I discussed.

2. If desired, set up an informational meeting with ProQuest for the Graduate College team. 

3. Submit a sign up form: ETD Administrator  (For this, we would need to determine administrators; upload a Graduate College logo; and provide lists of degrees and departments.)

4. Within two weeks, the ProQuest customer service team would notify us that our test site has been created.

5. Training/platform testing and setup of workflows in the test site.

6. Launch ProQuest ETD Administrator to students and redirect all ETD submissions to that platform.

   1. Tentatively aiming for June 15

7. Upgrade SHAREOK to DSpace 7 and implement a ProQuest to SHAREOK ingest process.

Longer term:

• ProQuest has expressed interest in adding OU ETDs not already in ProQuest ETDs into the database. We will need to check with Michael Schade regarding whether additional author permissions would need to be secured before doing that.