Embargo policies

[Talea Anderson]

Hello, 

I've been asked to write up an ETD embargo policy for my university to address the issue of permanent embargoes. Lately several students have asked to permanently restrict all access to their dissertations. Would anyone be willing to share a sample embargo policy that also addresses the issue of permanent embargo requests? 

Thanks,

Talea Anderson
Scholarly Communication Librarian 
Washington State University
talea.a...@wsu.edu

[William Donovan]

Here is the embargo policy for one of our graduate schools. Each school has customized the policy a little differently.

Regards,

Bill Donovan

(1) Upon submission of a completed doctoral dissertation in the Graduate School of Arts and Sciences, a student may request an embargo for not more than two years without special permission.  To request an extension beyond two years,  but for no more than five years, a student must submit a written rationale to the relevant GSAS Embargo Committee--humanities, social sciences, or natural sciences and mathematics--in which the student's department is located.   Requests for more than five years will be granted by an Embargo Committee only for extraordinary reasons.  

 

(2) Embargo Committees are composed of graduate program directors who sit on cases in their respective areas of expertise in the humanities, social sciences, and natural sciences and mathematics.

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Bill Donovan, Ph.D./M.L.S.

Digital Imaging & Curation Manager/ETD administrator

Boston College

(617) 552-1370

bill.d...@bc.edu

[Erin Jerome]

Here's the Graduate School of Arts and Sciences' embargo policy.  They are the only school on campus with an official policy at this time:

In rare cases, when a justifiable and legitimate reason is presented, a 6 month, 1 year, or 2 year embargo will be granted. In order to be granted such an embargo, a student must complete a Petition for Embargo form and have it signed by the thesis advisor. The Dean of the Graduate School of Arts and Sciences then reviews the form and reason for an embargo. If your petition for an embargo is approved, that means that the PDF file of your thesis will not be viewable or full-text searchable until the embargo's lift date.  However, your abstract, name, title, and subject keywords will still be publicly viewable, keyword searchable, and indexed by search engines.

Best,
Erin

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Erin Jerome, PhD

Access and Commons Services Lead

Library and Technology Services

Brandeis University

MS 045

415 South Street

Waltham, MA 02453

Phone: 781.736.4625

Email: eje...@brandeis.edu

[Read, Max]

Hi Talea,

 

Our policy is here:

https://www.grad.ubc.ca/current-students/final-dissertation-thesis-submission/delaying-publication-of-thesis

 

Cheers,

 

Max Read

Associate Director, Student Academic Services

Graduate and Postdoctoral Studies

The University of British Columbia

Phone 604 822 0283

 

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[Sally R. Evans]

Here is George Mason's embargo policy, which can be accessed here:

Under circumstances determined by the student’s school, college, and/or program, a student may petition to embargo all or part of his/her thesis/dissertation, preventing online access to it for a period of time (6 months, 1 year, or 5 years). A student may choose to embargo his/her work in order to avoid potential contract disputes with future publishers or to protect intellectual property. Not all schools, colleges, and/or programs will permit a student to embargo his/her work, and the both the student’s thesis/dissertation chair and the graduate associate dean of the school/college must approve the student’s petition. Upon approval of an embargo, the thesis/dissertation chair, the graduate associate dean and the student must all sign the embargo approval form. The student must turn in this completed, signed embargo form to UDTS at the time of submission of his/her thesis and all other materials. The UDTS Coordinator will confirm with both the chair/director and the associate dean that they have signed the submitted form. A hard copy of the confirmation will be retained by the UDTS Coordinator.

Only under extreme circumstances will a student’s work be considered for an indefinite embargo. A student must have proof that publication of his/her work poses a danger to themselves, national security, or similar scenario. An indefinite embargo requires the approval of the dissertation chair, graduate associate dean, Graduate Council, and the Provost.

To view this discussion on the web visit https://groups.google.com/a/ndltd.org/d/msgid/etd/06C743665780724A96240C4800F08ACC016ACE3C99%40s-itsv-mbx06p.ead.ubc.ca.