Prospective Collections in Arctos

For prospective partners

Fill out the Prospective Collection Form at and we will contact you. You will need an Arctos account to access the form; you may create one at the top of any page. Following the guidelines at the will streamline things later.

The submitted form will go to the Arctos Working Group. Someone from the Arctos Working Group (AWG) will contact the submitter as soon as possible to ensure a good communication channel. Please email if you have not received a response within one week.

Once the prospective partner has committed to Arctos, the Arctos Treasurer will being the process of developing a Memorandum of Understanding (MOU) between the institution and Arctos.

For Arctos

The Arctos Working Group will receive an email when a form is submitted. An AWG representative should establish contact with the submitter as soon as possible. A template is available at The chair of the Arctos Working Group will forward the submitted form to the Arctos Steering Committee.

That representative should create an issue in the new-collections repository [](} at Github at this time. All steps in this document should also be updated in new-collections Githut.

This process relies on mentorship. An institutional Mentor should be assigned as the first part of the administration process. Each collection in the institution will need a Mentor as well; this may all be the same person, or they may all be different, or any combination. Each collection needs at least one Mentor; any arrangement which satisfies this requirement is suitable.

A list of volunteer Mentors is available at Mentors will need global_admin, or someone with global_admin to act on their behalf. To become a Mentor, add a role under Manage Collection.

The Mentor(s) are responsible for the following:

Once collection metadata are provided and reviewed for all collections in the institution, the Mentor should change the status to “approve_to_create_collections” and ensure that the database administrators have received the notification of new collections. Collections will not be created until an MOU - see draft template - has been signed by all parties. The Arctos Steering Committee Chair will sign the MOU on behalf of Arctos.

For DBAs

The Arctos DBA Team will get email from when a Mentor flags an institution as approve_to_create_collections. Sufficient data to create new collections should be in tables pre_new_institution (pkey: niid) and pre_new_collection (fkey: niid).

All communication should be addressed to pre_new_collection.contact_email and copied to pre_new_collection.mentor_contact.

  1. Create collections
  2. Grant collection access, manage_collection, and global_admin to pre_new_collection.admin_username (it may be a list).
  3. Set pre_new_institution.status to “complete”.