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FAQ: How do I set a permanent embargo?

Some authors, such as those in Creative Writing programs, want to have a permanent embargo put on their ETD.  Normal embargo periods that are available for a student to set when they submit in ETD Administrator are 6 months, 1 year, 2 years, and Other.  If a student wants a permanent embargo, they should select Other or 2 years AND state in “Note to administrator” that they need a permanent embargo. This should be done for both the ProQuest data and for the Institutional Repository data in ETD Administrator.

Whether a student selected Other or a specific length and entered the note, or just communicated to the grad school reviewer in some other way that they need a permanent embargo, there are some steps that need to be taken by the reviewer when the ETD is reviewed so that a permanent embargo will be implemented.

Before an ETD that needs a permanent embargo is delivered, do the following to set the embargo on the ETD in the ProQuest database and in the Rutgers repository:

  1. On the Manage Dissertations & Theses tab, select View ETD List and click on the title of the ETD.
  2. On the left side of the screen, click on Revise PQ publishing options, which will enable you to set the permanent embargo in the ProQuest database.
  3. Under Delaying release in ProQuest, make sure “No” is selected.
  4. Under “How long would you like to delay the release to ProQuest?”, click “Until the following date” but leave the date text box empty.  The comment under the text box says “leave blank to never display” which means to “never display the contents of the PDF”.
  5. Select a Reason for delaying release to ProQuest if the student hasn’t already done so.
  6. Enter a Reason for revision (e.g., “Adding permanent embargo”).
  7. You may edit the email that goes to the student to state the reason for revision.
  8. Click Save Changes.
  9. On the left side of the screen, click on Revise IR publishing options, which will enable you to set the permanent embargo in the RUcore repository.
  10. Under “I want my work immediately available in my school’s IR”, make sure “No” is selected.
  11. Under “How long would you like to delay the release to your school’s institutional repository (IR)?”, click “Delay release until the following date” but leave the date text box empty.  The comment under the text box says “leave blank to never display” which means to “never display the contents of the PDF”.
  12. Select a Reason for delaying release to IR if the student hasn’t already done so.
  13. Enter a Reason for revision (e.g., “Adding permanent embargo”).
  14. You may edit the email that goes to the student to state the reason for revision.
  15. Click Save Changes.
  16. You’re done adding the permanent embargo.  You can click on View ETD List to do reviews of other ETDs.

If an ETD, that needs a permanent embargo, has already been delivered but it didn’t include a permanent embargo before delivery, the grad school reviewer needs to inform both ProQuest and Rutgers Libraries that a permanent embargo is needed. Give them the graduate school name, the author’s name, and the title of the ETD.

ProQuest:

Contact the ProQuest Author/School Relations group at: disspub@proquest.com or 1-800-521-0600. Office hours are Monday - Friday, 8:00 am - 5:00 pm, EST/EDT.

Rutgers Libraries:

Contact ETD Support at: etd_support@libraries.rutgers.edu