Forming Unique Relationships Across Campus: Launching a New Repository at a Healthcare University

Richard, Joe, III

doi:10.5281/zenodo.17940929

Forming Unique Relationships Across Campus: Launching a New Repository at a Healthcare University

Richard, Joe, III

Publisher: Zenodo
DOI: 10.5281/zenodo.17940929
Repository: zenodo.org
Language: en

Abstract

The Frank Ritchel Ames Memorial Library launched Rocky Vista University’s first Institutional Repository in 2025. The Repository (Elevate’) was the result of a cross-department collaboration between the Library and the Office of Institutional Effectiveness. The Library administers the Repository and oversees the preservation of scholarly and creative works. The Office of Institutional Effectiveness (with guidance from the Library) maintains a collection within the Repository that houses the University’s Policies. Background:The Library was approached by the University President in 2023 to investigate bringing an IR to the University. Shortly thereafter, the Library formed the Institutional Repositories Steering Committee to review current best practices, benefits, and IR platforms. The committee was composed of stakeholders with vested interests in scholarly research and institutional effectiveness. Through conversations with the Office of Institutional Effectiveness, we learned that University Leadership was dissatisfied with the current Policy Repository. The Library was able to identify ways that a new IR platform would result in a better user experience for our community. Furthermore, since providing access to policies in ab institutions is a requirement for accreditation, the Library was able to make a strong case to justify investing in a new repositoryplatform. The Library and Office of Institutional Effectiveness partnered to share our budgetary resources and sign a multi-year contract with TIND IR in April. The Library announced the soft launch of Elevate in May for Policies and officially started accepting scholarly work in September. The presentation will cover: Forming and maintaining relationships with key stakeholders Migrating Policies Maintaining the Policy Repository Collection Outreach and training

Full text

Forming Unique Relationships Across Campus: Launching a New Repository at a Healthcare University J O E R I C H A R D I I I , M L I S Rocky Vista University (RVU) •Rocky Vista University was founded in 2006 in Colorado as a D.O. school and has since expanded to offer multiple programs. •The Frank Ritchel Ames Memorial Library is a shared service that has three branch libraries. IR Project The project formally started in late 2023 after a meeting with the University’s president. He had come from PCOM, which has an IR hosted by Digital Commons. Research •(Fall, 2023) Stakeholder Engagement •(Winter 2024) Platform Review •(Spring 2024) Budgeting & Contracts •(December 2024) Project Officially Begins •(March, 2025) Migration •(February 2025 – April 2025) Full Launch •(May 2025) RESEARCH The process was guided by researching what our peers had already done. •Building a Digital Repository Program with Limited Resources •The Complete Guide to Institutional Repositories by Finlay •SPARC Institutional Repository Checklist & Resources Guide Professional Organizations & Professional Development •Joined ALA –ACRL group •Attended free virtual conferences such as NIRD and SMIRC. •Attended free in-person sessions such as the Open Science Primer. •Fundamentals of Institutional Repositories –six-week course. Identifying Benefits Strategic Planning Goal ENHANCE THE PROFILE OF RVU AS A RESEARCH INSTITUTION THROUGH PRESERVATION AND DISSEMINATION EFFORTS. RVU'S SCHOLARLY OUTPUT WILL BECOME DISCOVERABLE AND ACCESSIBLE TO A GLOBAL AUDIENCE. - STRATEGIC PLANNING GOAL #2, #4, #6 01 SUPPORT INCLUSIVE EXCELLENCE THROUGH OPEN-ACCESS INITIATIVES. 02 HOST IN-HOUSE PUBLICATIONS. 03 SUPPORT ACCREDITATION BY PRESERVING HISTORICAL MATERIALS. 04 FULFILL LEGAL REQUIREMENTS OF FEDERAL AND STATE ORGANIZATIONS, SUCH AS POLICIES AND ACCREDITATION DOCUMENTS. 05 Steering Committee DEFINING THE RIGHT STAKEHOLDERS STEERING COMMITTEE Creating buy-in from key stakeholders at high levels within the University. Stakeholders: 1. Dean of the College of Osteopathic Medicine 2. Vice Provost for Research and Scholarly 3. Vice President for Institutional Effectiveness 4. Writing Center •The Scope of the IR (e.g., what services are offered, who can deposit materials, what types of content are accepted). •Advocacy and user needs (e.g., what do students, faculty, and staff want from Elevate) •Institutional Repository platform (e.g., provide platform feedback on Institutional Repository platform vendors) •Policies and procedures (e.g., review policies and provide input) •Reviews withdrawal requests and HIPAA compliance of deposited Works. Platform Review NEEDS REVIEWED REPOSITORIES •Support for different metadata schemas. •Support for OAI. •Support for custom filters and facets. •Open and restricted collections with varying user privileges. •Robust statistics. •Author profiles. •DOI minting. •Technical support. •Digital Commons •Dspace •TIND IR Research at RVU & How to Prove ROI CHALLENGES OPPORTUNITIES •Research is a relatively new endeavor at the University. •Research articles are primarily published in Open Access Journals (60.4%). •Grey Literature •In-house journal •Work-for-hire & University documents. •Growing investment and support for research. University Policies ACCREDITATION POLICIES RVU maintains its accreditation through the Higher Learning Commission. Program-specific accreditation: 1. Commission on Osteopathic College Accreditation (COCA) 2. Accreditation Review Commission on Education for the Physician Assistant (ARCPA) Policies were stored in a policy repository called DynamicPolicy. •No asset mapping. •Duplicate files. •Lack of robust filtering and facets. •Lack of standard metadata, such as keywords, authors, location, etc. Announcement & Post Launch ANNOUNCEMENT & TRAINING •Email announcement to the community about the IR in May. •Worked with IT to remove outdated links to DynamicPolicy on the University website and intranet. •Roadmap for Policies and Scholarly Works. •Virtual and on-demand training. •Four Zoom trainings per year. •Guide with overview information and information about searching. POST-LAUNCH METADATA REVISION Since the launch, new metadata has been added to the form and records: •Policy Scope •Effective Date •End of Valid Date •Upcoming Review and Revision Date •Action Note •Keywords •Revision History What’s Next SCHOLARLY CONTENT ACCREDITATION DOCUMENTS •Preserving student and faculty research posters. •Preserve capstone projects for various programs. •Preserve theses and dissertations. •Preserve in-house journal. •Digitize and preserve old accreditation documents. •Add born-digital accreditation documents. •Add university reports. References Banerjee, K., Parks, B., & Romaine, S. (2017b). Migrating Library Data: A practical manual . Neal-Schuman, an imprint of the American Library Association. Clobridge, A. (2010). Building a digital repository program with limited resources . Chandos Publishing. Finlay, S. C. (2021). The Complete Guide to Institutional Repositories . ALA Editions. SPARC Institutional Repository Checklist & Resource Guide. (n.d.). https://sparcopen.org/wpcontent/uploads/2016/01/IR_Guide__Checklist_v1_0.pdf Thank you! [email protected]