Embargo

Completed theses and dissertations are placed in two online repositories: KU ScholarWorks, a public KU database; and ProQuest, a national database.

Embargo is the term used to describe a delayed release or delayed availability of a scholarly work. Under certain circumstances, scholars may need to embargo their work. The Embargo Policy allows for embargoes of six (6) months, one (1) year, or two (2) years with the approval of a faculty member in the student's department.* These embargoes are renewable, when necessary, in increments of six (6) months, one (1) year, or two (2) years. However, please note that embargo renewals must be submitted at least one (1) month before an existing embargo expires. Embargoed materials are automatically released for discovery by search engines upon expiration of an embargo, after which time the research will remain permanently accessible online.

*Students in the following programs may request a permanent embargo:

  • Master of Fine Arts (MFA) in Creative Writing offered by the Department of English
  • PhD in English: Literature and Creative Writing tracks

Please see the Exclusions or Special Circumstances section of the Embargo Policy for more information. 

 

Considerations that may warrant an embargo include:

  • Patentable rights in the work or other issues in which disclosure may be detrimental to the rights or interests of the author
  • The need to prevent disclosure of government information about persons, institutions, technologies, etc.
  • The interest of an academic or commercial press in acquiring the rights to publish your dissertation or thesis as a book
  • Content that is likely to be or has already been submitted to a peer-reviewed journal
  • Approval for delay granted by Restricted Research Committee (see Restricted Research for more information)

Steps for Acquiring Approval to Embargo a Thesis or Dissertation:

  1. Discuss the need for an embargo with your advisor or thesis/dissertation committee chair.
  2. Select 'Yes" on section A.3 of the ScholarWorks Thesis/Dissertation Release (Embargo) Form (PDF) and select the length of the embargo in section A.4.*
  3. Get an approval signature on the form from your committee chair, or the the Director of Graduate Studies (DGS) or Chair of your department.
  4. Submit the form to the graduate support staff in your school or College.
  5. Select the same embargo time length when submitting the final, approved thesis/dissertation to ProQuest. During the submission process, you will complete a section concerning Publishing Restrictions. Select "delayed release" and the appropriate length of time for your embargo. You must ensure that you select the same embargo duration for both ScholarWorks and ProQuest. If your embargo durations do not match, your scholarly work may be made publicly available and may be searchable though internet sites such as Google.

*ScholarWorks Release (Embargo) Form for Creative Writing MFA/PhD students ONLY (PDF)

 

Renewing your Embargo

Thesis and dissertation embargoes are renewable. To renew the embargo on your work, you must complete the following steps, like you did to establish the initial embargo. If you neglect one of these steps, your work will be made publicly available and may be searchable through internet sites such as Google.

  • KU ScholarWorks (a public KU database)
    • Complete the Embargo Renewal form on the KU Graduate & Postdoctoral Affairs website.
    • Ensure that you select the time frame for which you want to extend your embargo (six [6] months, one [1] year, or two [2] years) and that you provide the title of your thesis or dissertation so we may find it in the system.
  • ProQuest (a national database)
    • Contact ProQuest directly to complete their embargo renewal process. An agent can extend your embargo if you contact them using the Live Chat function in the support center. Select the "Dissertations" team when prompted.
    • Alternatively, you can email disspub@proquest.com or call 1 800 521 0600.