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  • July 18th, 2018
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+1 408 638 0968 (US Toll)
Meeting ID:236 485 718

Roll Call

  • UC Berkeley – Susan Koskinen
  • UC Berkeley – Maria Gould
  • UC Berkeley – Samantha Teplitzky
  • UC Davis – Amy Studer
  • UC Davis - Mike Wolfe
  • UC Irvine – Mitchell Brown
  • UC Irvine – Shu Liu
  • UC Los Angeles – Jennifer Chan
  • UC Los Angeles – Marty Brennan (co-Chair)
  • UC Merced – Donald Barclay
  • UC Merced – Jerrold Shiroma (co-Chair)
  • UC Riverside – Swati Bhattacharyya
  • UC Riverside – Brianna Marshall
  • UC San Diego – Mary Linn Bergstrom
  • UC San Diego - Allegra Swift
  • UC San Francisco – Anneliese Taylor
  • UC Santa Cruz – Christy Hightower
    • guest: Sue Perry, UCSC ETD manager and head of Digital Initiatives Dept
    • guest: Christy Caldwell, Science & Engineering Librarian
    • guest: Lucia Orlando, social sciences librarian
  • UC Santa Barbara – Sherri Barnes
  • UC Santa Barbara – Eileen Joy
  • UC Santa Barbara – Kyra Folk-Farber
  • CDL – Katie Fortney 
  • CDL – Monica Westin
  • CDL – Mat Willmott

Notes taken by UCSB (Sherri Barnes)

Announcements / Administrivia

  1. As part of a yearly check of CKG rosters, please doublecheck your entry on our roster:
    1. Make sure you're listed correctly on the roster
    2. if anyone from you institution has moved on from the CKG and/or the institution, let us know! Please make edits by the end of the week. If you need help, ask Marty.
  2. UCSD has a conflict at the meeting time; do we want to revisit the scheduled time so at least one person from each campus can attend?
    1. Stay tuned for doodle poll

Deep-Dive: Katie Fortney will facilitate a discussion about OA ETDs.  Some starter questions to think about:

  1. How does the library & grad division relationship around theses & dissertations work at your campus?
  2. How are embargo requests handled? 
  3. Do any libraries still handle hard copy dissertations or theses?
  4. How aware do you think grad students are of current local policy about what happens with ETDs? Faculty? How do we tell?
  5. What do you (or your administration, or your campus constituencies) think about the proposed systemwide policy?
  6. Given how much variation there is in local practice, what kind of cross-system knowledge/resource sharing in this area would be useful?

What are we thinking re: the draft policy and the campus based conversations?:

UCSF supports the policy and are considering retrospective additions; what type of oversight for the campus embargoes?

A lot of feedback was received and another open review is likely before a decision is made.  Katie has been providing the Policy task force info about what is occurring on the campuses. A meeting update was issued to SLASIAC on 5/30. The embargo question came up - who approves, how long, under what circumstances? Five year embargo was considered and not welcome. General feedback is we support, but you're going about it wrong.

UCSC wanted a longer embargo, due to workload issues.; receives 2-3 inquires re: embargoes; waiting for a systemwide policy for definitive policy

A systemwide policy is welcome for documentation and support

Sensitive content for OA - extended embargo; despite IRB approval felt subjects would be known and vulnerable - redacted version submitted; a rare similar issue at UCSB.  

PQ administrator issues: do librarians have access to the campus accounts, only UCSC, grad div signed off on such access. Can students request a longer embargo to request a six year emabargo.

UCSB supports UCSB only and OA ETDs; embargoes over 2 years requires approval. Grad div can adjust embargo periods before PQ submission.

Authors can submit to HathiTrust a request to make their ETD open, if it's already scanned and in the collection as search-only.  

Jobs at foreign unis often require an OA dissertation for appointment.

Some institutions areound the country are making ETDs OA without explicit permission, but will respect a takedown notice. UCB is considering doing the same. HT doesn't consider dissertations published for purposes of determining whether they're in the public domain.

Controlled digital lending for ETDs has not received any uptake or interest, except at UCSB.

Supplemental data policies: UCSC is preparing best practices to be shared with students via grad div checklist, e.g., no read me files, giant excel sheets poorly formatted; looked at loaded ETDs to identify problems; moving to Dryad, which has data policies. A way the library can contribute to data management, access and reusability issues.

Other topics

  • Christy H: Related to the deep dive topic:  What recommendations/best practices does your library or or campus give students about supplemental data files associated with your ETDs?  When do those data files go into Dash/Dryad and when into eScholarship?  What best practices for file naming and ReadMe files and excel file formatting are given?
  • Let Monica know if you want eScholarship stickers for OA Week, for sooner than later, due to budgetary issues.

Updates from crossover groups

  1. OSC: Katie missed the June meeting - minutes indicate it was mostly about the Negotiating Journal Agreements: A Call to Action document, and the UCOLASC Declaration/Principles document linked from it.
  2. Data Curation CKG: First meeting of the new fiscal year was this week, lots of energy for sharing project ideas and skills among the group during the coming year emerged. 
  3. STAR Team:  We are in the process of reviewing, and have also recently received a request to review PhilPapers, which will be going to SCLG for approval this week.

Round-robin updates

  1. UCB - No major news to report; ongoing work with major initiatives including (1) Choosing Pathways to OA working forum (Oct 16-17 in Berkeley)!, (2) Investigations of 1923 Library material in preparation for celebrating Public Domain Day in January 2019, (3) extending course content affordability pilots into Fall 2018 semester, and building up Pressbooks publishing platform (which I will be presenting on at the Northwest IR User Group meeting on Friday). 
  2. UCD
  3. UCI - Met with Andrew Garner of LYRASIS and will have webinar with Sheila Rabun on ORCiD campus integration.  We are in early planning for OA Week events to involve Madelyn Dickerson(Digital Humanities and History Librarian) for DH topic and data (Danielle Kane).  
  4. UCLA - We are deep into planning a series of events for Open Access Week, first to review OA programs and services, and then to explore possible new directions, programs and services for OA here on campus. We have launched a series of workshops inspired by the ACRL Intersections of ScholComm & Info Lit workshop. Scheduled topics include 1) Scholarly Communication & the ACRL Framework; 2) How the Open Science Framework can help assist learners in navigating the Research Lifecycle; 3) Tools You Can Easily Integrate into Your Instructional Approaches. The first workshop has taken place. 
  5. UCM
  6. UCR
  7. UCSB - We are becoming an ORCID member institution. I (Sherri) met with Eric Olson (ORCID) recently.  We're planning another meeting with other UCSB stakeholders (Data Curation Program director, our VCR, the Grad Division) to coordinate efforts out of the gate. Campus interviews for the Social Sciences Data Services and Digital Scholarship Librarian start next week. The OA Week Call for Proposals with a Pathways theme is out.  Details are online, and a flyer and email went to all campus departments.  We've received one proposal so far, but I have sent out a lot personalized invites to submit, including one to our UL Kristin Antelman, and have encouraged subject librarians to do the same, and to send a follow-up email to their campus departments, for which I prepared the language. This will be our primary OA Week planning strategy going forward; the CFP will remain open year around. 
  8. UCSC - We surveyed the supplementary files posted with our ETD's to see how many were data files, and in the process identified many data best practices that were not being followed (e.g., poorly formatted excel files, lack of csv files, no ReadMe files, very poor file naming practices, etc). We are planning to address this with a list of best practices that we are asking our Graduate Division to link to from their thesis/dissertation formatting checklist.  My question to you all is, have any of you already gone down this road? And if so, would love to learn from your work in this area.  Thanks!
  9. UCSD
  10. UCSF - Our Graduate Division supports the ETD OA Policy going forward, as well as opening up the previously published ETDs back to 2006/08 when they transitioned to electronic format. We've also recently had our print theses & dissertations (which are all at NRLF) digitized by Google Books. We've not determined rights to have the full text opened up publicly.
  11. CDL - 2 questions from Monica. (1) We are starting to plan out OA week collateral. Does your campus want eScholarship stickers? If so, could you drop me a note? (2) We are seeing a dramatic uptick in undergraduate research journals and units/series in eScholarship. Does this match any patterns you're seeing on your campus? 

Action Items

  • Make edits to the roster as necessary (ALL)
  • Let Monica know if you want eScholarship stickers for OA Week

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