1. Incorporating ETDs in the IR, One Department at a Time
Kristen Hoffman
Psychology and Scholarly Communications Librarian
Seattle Pacific University
Northwest Institutional Repository User Group (NWIRUG) Meeting, 12 July 2016
I worked with 4 graduate departments and one undergraduate program to include ETDs and undergraduate honors projects into our IR,
A little background information:
SPU: over 4,000 students (incl. nearly 1000 grad students)
7 colleges and schools; ~9 graduate programs between 5 schools either require or have option for thesis or dissertation;
No centralized graduate school; grad depts. are located within schools that house both undergrad and grad programs, so this offers both challenges and benefits

2. School of Psychology, Family, and Community
SPU
School of Psychology, Family, and Community
Clinical Psychology
Industrial-Organizational Psychology
School of Education
School of Theology
Seattle Pacific Seminary
Interdisciplinary Programs
University Scholars
This is the hierarchy only for the departments with which I worked
Some challenges with having decentralized graduate departments: unable to set policy all at once; time-consuming to have to work with each department individually
Benefits: only needed approval from certain stakeholders to implement (which varied by department); once I got the ball rolling with two depts., 3 more were much easier and quicker to implement;
each dept has own series admin, with manageable workload
Originally had one main series for all Theses/Dissertations and collect into smaller series, but found its easier to have them submitted directly to departmental series, then collected into one larger All-ETD series

3. 435 days
Clinical Psychology dissertations
1 year, 9 months
153 days
Seminary theses and projects
8 months
391 days
Education dissertations
1 year, 7 months
45 days
University Scholars Honors Projects
3 months
283 days
Industrial-Organizational Psychology dissertations
1 year, 1 month
received from UScholars director about posting Honors Projects in DC
9/2014
met with CPY program coordinator to inquire about current dissertation workflow
CPY dept meeting; received faculty approval and dean approval in the week after
8/2013
11/2014
Theology Librarian ed Associate Dean about Digital SPU
received from IOP grad student about open access vs trad publishing in ProQuest
10/2013
4/2015
answered questions from CPY; got on agenda for a dept meeting in Fall 2014
trained program coordinator, then Director of Research instead to be CPY series admin
Process of setting up; most took between year and a year and a half
Needed designated series administrator and functional workflow; approval from faculty, decisions on print or e-only, required or not, metadata, embargo, how to be submitted; revise school guidelines; training for series admin
Timeline; in three cases, worked with liaison librarian to reach out to that school/department; with Honors Projects, Uscholars director reached out to me; with IOP, grad student reached out to me
7/2014
4/2015
2013
Aug
2014
Jun
Nov
2015
Sep
2016
Today

4. Student emails Seminary thesis to Associate Dean
He approves it and sends it to the series admin (Theology Librarian)
Series admin requests that student sign and return license agreement
Series admin posts to
Workflow: seminary; first series we set up;
very few theses each year, so manageable for Theology Librarian to post and he likes to add addl. descriptive data like LC subject headings
No printed copies anymore; not sent to ProQuest

5. Series admin (Director of Research) approves and posts
Student submits directly to Clinical Psych/Industrial-Org Psych series in
Series admin (Director of Research) approves and posts
Student submits directly to Education series in
Series admin (Graduate Programs Manager) approves and posts
Student submits directly to Honors Project series in
Series admin (Director of University Scholars) approves and posts
Workflows: Clinical Psych/IO Psych, Education, Honors Projects; click-through license in
Each workflow represents the system that works best for that department; initially I trained CPY program coordinator since she manages all other aspects of dissertation submission, but she realized it worked better to have DoR sign off and post them to the IR
Both still submit to ProQuest separately; was initially unable to set up process where dissertation sent directly into at this time
No printed copies for library anymore