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.:

• OU HSC’s https://graduate.ouhsc.edu/Information-For/Current-Students/Thesis-Dissertation

• OSU has a custom page on the ProQuest site: https://www.etdadmin.com/main/home?siteId=40

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.”