Policies

Updated 8/2010

I. Terms of Use

A. Purpose

ScholarsArchive is Brigham Young University’s institutional repository for the scholarly and creative content produced by the University. Content may be produced by BYU faculty, staff, or student body.

The repository is designed to make content such as research, publications, and data freely and persistently available. ScholarsArchive may also house items of historic interest to the university.

The institutional repository may be made up of multiple databases and systems. This policy references the ScholarsArchive portion of the institutional repository.

B. Accessibility

1. ScholarsArchive is designed to make the content freely accessible for all. It is not designed to house controlled or restricted content.

2. ScholarsArchive content should be accessible to users through the library search programs, such as ScholarSearch, and through internet search engines. The content is also available to be harvested into other repositories, such as the Mountain West Digital Library.

3. ScholarsArchive should be listed in online directories, such as ROAR and OpenDoar. The information may also be gathered into finding aids and or linked to subject pages on the library, or to department web pages.

4. Objects in ScholarsArchive should be accessible by a permanent url or handle.

5. Selected materials, such as books, journals, and others, may also include a Print-On-Demand option through campus entities, such as the Print Services or Bookstore.

6. Contributors can access the number of views their items are getting via a statistics widget. The widget is a table displaying a contributor’s items and the number of views for each item. The tag for the widget can be found here: http://lib.byu.edu/cdmstats/.

C. Privacy Policy

1. The Harold B. Lee Library and the IR staff are committed to preserving the privacy of contributors. Personal information collected by ScholarsArchive such as name, net ID, email address, etc. will not be used for any purposes beyond the functioning of the system.

D. Content Policy

1. Collection Guidelines

a) ScholarsArchive is a repository of freely available items of scholarly and academic interest. It does not include popular, entertainment, or items of current personal information unless they are judged to be of academic, historical or archival interest. ScholarsArchive content need not be ‘permanent’, but the items should have some enduring value.

b) ScholarsArchive content must be selected to meet the needs of the users. The following items fit within the collection guidelines of the repository:

(i) Faculty: research materials, publications, articles, books, databases, websites, scholarly project information, research and teaching information, learning objects, classroom materials, syllabi, handouts, study aids, working papers, preprints, presentations, open courses, etc.

(ii) Students: published articles or materials, peer reviewed articles, honors thesis, senior projects or performances, faculty-led publications, special research or grant-funded projects, other publications at the request of the faculty. Regular class papers are generally not included.

(iii) Archival: campus publications, photos, policies (with a historical date stamp), catalogs, class schedules, documentation, etc. The IR does not include student or health files, or other files that have restricted access. It is not generally intended to house university records, such as department minutes, correspondence, etc. These should be handled by University Records Management.

(iv) Campus: university, department and library exhibits, event information, programs, special lectures, annual reports, newsletters, patents (where applicable), conference information, etc.

(v) Commercial materials: Items that are commercially available should not be included unless they meet the copyright qualifications and are freely available.

(vi) Web pages: University, department, and faculty web pages, including blogs, etc., may be included in the IR. These pages, and all content on them, must conform to the copyright policies. If copyright of any content is in doubt, consultation with the Copyright Office plus a signed approval form may be needed.

2. Organization

a) ScholarsArchive content is currently organized by the college and department the faculty or staff member is affiliated with. An additional category is available for student publications.

b) News and other information about ScholarsArchive is posted on a blog, found here: http://lib.byu.edu/sites/scholarsarchive/blog/.

3. Metadata

a) Simple Dublin Core metadata elements are provided by the contributor, gathered by the IR staff or a combination of both parties.

b) ScholarsArchive metadata is in compliance with Mountain West Digital Library standards.

c) Each item in ScholarsArchive will have the following metadata elements:

Permanent URL	Publisher	BYU College
Title	Date Original	BYU Department
BYU Creator	Date Digital	ScholarsArchive Collection
NetID	Language	Copyright Status
Creator	Publication Type	Copyright Use Information
Keywords	Type	License Agreement
Description/Abstract	Format	Full Text
Source	Owning Institution

4. Accepted File Types

a) The current IR software, CONTENTdm, can store any file format. It can also display any file format that can be displayed in a browser either natively or via a plug-in including:

(1) JPEG, JPEG2000, GIF, or TIFF images

(2) WAV or MP3 audio files

(3) AVI or MPEG video files

(4) PDF files

(5) URLs

b) Items which do not have a viewer that is freely available should be converted to a standard format before inclusion. Any exceptions will be handled on a case by case basis.

II. Submission Policy

A. Copyright

1. All materials in ScholarsArchive must be either in the public domain or freely available to users. If an item does have a copyright, it must allow viewers the right to view, download and print the content.

2. For copyrighted materials, the contributor, the IR staff or the Copyright Office will contact the copyright holder for permission before including the materials. Documentation of such permission should be kept permanently.

3. Any notifications of copyright infringement should be acted upon by the IR staff in conjunction with the Copyright Office.

B. Copyright Use Information

1. Items in ScholarsArchive will have a link to a copyright use statement prepared by the University’s Copyright & Licensing Office. The statement is as follows:

The information available on this site, including any text, data, artwork, video, audio, images or graphics (collectively, the “Material”) may be protected by copyright and other intellectual property laws. Entities other than Brigham Young University (BYU) may own copyright in the Material.

We encourage use of this Material for non-profit and educational purposes, such as personal research, teaching and private study. For these limited purposes, Material from this web site may be displayed and printed, and all copies must include any copyright notice included with the Material.

Except as provided above, or any use beyond what is allowed by fair use (Title 17, § 107 U.S.C.), you may not reproduce, republish, post, transmit or distribute any Material from this web site in any physical or digital form without the permission of the copyright owner of the Material.

Inquiries regarding any further use of the Materials contained on this site, please contact the Copyright Licensing Office, Brigham Young University, 3760 HBLL, Provo, UT 84602, (801) 422-9339 or 422-3821, e-mail copyright@byu.edu.

C. Mediated Deposit Agreement

1. The IR staff will deposit items on behalf of contributors. Contributors will sign a mediated deposit agreement at the time the item(s) are submitted to the IR staff.

2. The IR staff will keep electronic or hard copies of the mediated submission licenses permanently.

3. The mediated deposit agreement follows:

By signing below, you request mediated deposit of the item(s) on the attached bibliography and you, __________________________________________ [the author(s) or copyright owner] grant permission to Brigham Young University (BYU) the non-exclusive right to post your item(s) into the University’s institutional repository and allow BYU the right to copy, store, perform, display, reproduce, or distribute the submission worldwide in any format or medium. You represent that the submission is original and that you have the right to grant the rights contained within this license.

If your submitted item(s) was previously published or contains material for which you do not hold copyright, you confirm that (i) you have obtained the necessary permission of the copyright owner or publisher for the rights required by this license, (ii) a copy of such permission will be retained in your records, and (iii) such third-party material is clearly identified and acknowledged within the text or content of the submission. You also represent that your submission does not, to the best of your knowledge, infringe anyone else’s copyright.

If the submission is based upon work that has been sponsored or supported by an agency or organization other than BYU, you represent that you have fulfilled any right of review or other obligations required by any contract or agreement with such agency or organization.

Because there are patent implications when publishing new innovations and discoveries, please be advised first, before publishing, to consult with the Technology Transfer Office (2-6266) and the Office of the General Counsel (2-6727).

BYU will clearly identify your name(s) as the author(s) or owner(s) of the submission, and will not make any alteration, other than as allowed by this license, to your submission. You will retain all rights to your submission.

Author_____________________________________ Date _____________________

D. Self Submission

1. Contributors may submit items to ScholarsArchive via the online self-submission system, found here: http://scholarsarchive.lib.byu.edu/.

2. The process for submitting items follows:

a) From Submission hompage, click Submit.

b) Sign in with NetID.

c) Enter descriptive information about the item.

d) Upload the associated file.

e) Agree to a submission license.

3. The IR staff will add and edit metadata before the item is approved and is added to ScholarsArchive.

4. The IR staff will keep electronic record of the submission license agreement permanently.

5. The submission license agreement follows:

By checking the box and typing your name below, you request deposit of this item and you, the author or copyright owner, grant permission to Brigham Young University (BYU) the non-exclusive right to post your item(s) into the University’s institutional repository and allow BYU the right to copy, store, perform, display, reproduce, or distribute the submission worldwide in any format or medium. You represent that the submission is original and that you have the right to grant the rights contained within this license.

If there are patent implications when publishing new innovations and discoveries, please be advised first, before publishing, to consult with the Technology Transfer Office (2-6266).

BYU will identify your name(s) as the author(s) or owner(s) of the submission, and you will retain all rights to your submission.

E. Withdraw Policy

1. ScholarsArchive is designed to make content freely and persistently available. However, the following circumstances may merit the withdrawal of items:

a) An article is published with a publisher which does not allow earlier versions to be available.

b) A more recent version of the item is made available by the creator and the creator requests the IR staff replace the old version.

c) A copyright owner contacts BYU and/or the IR staff and requests an item be withdrawn from public view due to copyright violations.

2. Any exceptions to the circumstances stated above will be handled on a case by case basis.

BYU

Harold B. Lee Library

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