Policies

Access Policy:

ScholarWorks@UA provides free access to its content to the UA Community, with strong encouragement to free access to all, with the following exceptions:

  • When contract with sponsor prohibits disclosure for a fixed time limit
  • When a community or sub-community determines that sensitive material warrants access restrictions
  • When blocked on a time-limited basis (up to a maximum of two years) with the understanding that access thereafter becomes unlimited

Community and Collection Policies:

What is a ScholarWorks@UA community?  A community is a University of Alaska academic or administrative unit that produces research and/or creative content.  A collection is a group of digital objects that reflect the research and/or creative content produced by the community.

Community Responsibilities

A ScholarWorks@UA community agrees to:

  • Arrange for submission and description of content
  • Make decisions about community and collection definitions
  • Notify ScholarWorks@UA of organizational changes affecting submissions
  • Reply to annual reconfirmation of community information
  • Understand and observe Institute policies relevant to ScholarWorks@UA, and educate community submitters regarding these policies
  • Clear copyright for items submitted when copyright owner is other than author(s) or UA
  • Decide upon a submission workflow for each collection

ScholarWorks@UA community rights:

ScholarWorks@UA community retains the right to:

  • Decide policy regarding content to be submitted (within ScholarWorks@UA guidelines)
  • Decide who may submit content within the community
  • Limit access to content at the item level to UA
  • Receive a copy of submitted content upon request
  • Remove items and collections (as outlined in "Withdrawal Policy")
  • Approve addition of or elimination of sub-communities
  • Customize interfaces to community content

UA Libraries' Responsibilities

ScholarWorks@UA agrees to:

  • Retain and maintain content submitted to ScholarWorks@UA
  • Organize and provide access to content according to community decisions
  • Preserve content using accepted preservation techniques.
  • Notify users of significant changes to content
  • Create communities and collections based on consultation with requesting unit.
  • If UA Libraries cease to support ScholarWorks@UA, return collections to existing communities and transfer to UA Archives collections of communities that have ceased to exist.

ScholarWorks@UA retains the right to:

  • Refuse or de-accession items or Collections as outlined in Withdrawal Policy
  • Renegotiate terms of original agreement with Communities
  • Perform appraisal for long-term archiving when Communities cease to exist or within thirty years of the creation of a Collection
  • Move Collections to reflect current understanding between ScholarWorks@UA and Communities
  • Migrate items if format is in danger of obsolescence
  • Set quotas (size of files, number of items) to determine what constitutes free service and after which point to charge a fee
  • Charge fee for activities requiring extensive centralized support from DSpace ScholarWorks@UA (e.g., large amount of de-accesssioning)

Metadata Policy

Submitting works to ScholarWorks@UA requires a minimum set of submitter-supplied descriptive information (or metadata). This metadata will be indexed and used in both the search and browse functions of ScholarWorks@UA. In addition, the metadata will be made available for external search engines, such as Google and OAIster.    

Required Metadata
Metadata field Definition
Title A name given to the work.
Creator The name of the person(s), institution, group, or agent primarily responsible for making the work.
Date Date/s indicating when the work was completed or published.
Source The name of creator's or submitter's academic department or affiliation.
Subject The topic(s) of the work. At least one subject is required.

Additional metadata fields are also available, increasing the discoverability of a work. These may or may not be applicable to submitted works and are not required.

Optional Metadata
Metadata field Recommendation for Use
Abstract or Summary Highly recommended for all works
Publisher Highly recommended for previously published or disseminated works
Primary Language of Work Highly recommended for all textual works
Sponsor Highly recommended for works based on work sponsored or supported by an external agency or organization.
Copyright Owner Recommended for all works
Coverage Recommended for all works, includes geographic area/region and/or date(s) for content of work
Additional Contributors Recommended for all works with additional contributors like editors or advisors
Series & Report Number Recommended for works in a series (e.g. a working paper series)
Additional identifiers Recommended for works with an ISBN, ISSN, or DOI for the publisher's version of the work

Additionally, some metadata will be automatically generated by the software used by UAF Institutional Repository at the point of submission including, size of work, format of work, date and time of deposit, and a persistent URL to the work.

Submission Policy

  1. Items may only be deposited by accredited members, academic staff, students, and employees of the institution, or their delegated agents. Eligible depositors must deposit metadata for all their publications.
  2. The work must be in digital form
  3. The administrator only vets items for the eligibility of authors/depositors, relevance to the scope of ScholarWorks@UA, valid layout & format, and the exclusion of spam.
  4. The validity and authenticity of the content of submissions is the sole responsibility of the depositor or collection owner.
  5. Any copyright violations are entirely the responsibility of the authors/depositors.
  6. Items can be deposited at any time, but will not be made publicly visible until the item has been published, and until any publishers' or funders' embargo period has expired.
  7. If ScholarWorks@UA receives proof of copyright violation, the relevant item will be removed immediately.

Withdrawal Policy

UA Libraries foresees times when it may be necessary to remove items from the repository. It has been decided that under some circumstances items will be removed from view, but to avoid loss of the historical record, all such transactions will be traced in the form of a note in the <Description.provenance> field of the Dublin Core record. The content of the note should be one of the following:

"Removed from view at request of the author or co-author"
"Removed from view at UA' discretion"
"Removed from view at UA Libraries' discretion"
"Removed from view by legal order"

Because any DSpace item that has existed at some time may have been cited, we will always supply a "tombstone" when someone requests a removed item. This information will include the original metadata (for verification) plus one of the above withdrawal statements in place of the link to the object. The metadata should be visible, but not searchable. These items will also be made unavailable for metadata harvesting.

Preservation Policy and Format Support

The ScholarWorks@UA team is committed to the continued accessibility of our collections, and hopes to preserve your contributions using a variety of industry-standard techniques and best practices for digital preservation. Certain formats make this process easier, and to that end, we have a three-tiered support policy:

Supported
ScholarWorks@UA fully supports the format, and will make this data usable in the future through a variety of techniques. Open-standard formats lend themselves to the 'Supported' category.

Known
ScholarWorks@UA recognizes the format, but cannot guarantee future usability. In most cases we believe this format will be easily accessible, but cannot guarantee this. Extremely popular formats such as .docx, .ppt, .xlsx fall under this category.

Unsupported
ScholarWorks@UA does not recognize the format, but will accept it and label it as 'unknown' or assign a MIME Type of 'application/octet-stream.'

ScholarWorks@UA  will endeavor to accept and recognize as many file formats as possible, and make every item retrievable.

How to Increase The Longevity of Your Submission
If you have the option, save in one of our 'supported' file formats. If you have a file type you feel should be included in our 'supported' category, please let us know. Don't hesitate to contact us if you have any questions or concerns.

ScholarWorks@UA Format Reference Collection
The table below describes how ScholarWorks@UA supports each listed file type. MIME type is the Multipurpose Internet Mail Extensions (MIME) type identifier. For more information on MIME, see the MIME RFCs or the MIME FAQ. Description is what most people use as the name for the format. Extensions are typical file name extensions (the part after the dot, for example, the extension for "index.html" is "html"). These are not case-sensitive in [UAF IR Name], so either "sample.XML" or "sample.xml" will be recognized as XML.

MIME type Description Extensions Level
application/marc MARC marc, mrc Supported
application/mathematica Mathematica ma Known
application/msword Microsoft Word doc Known
application/octet-stream Unknown (anything not listed) unsupported
application/pdf Adobe PDF pdf Supported
application/postscript Postscript ps, eps, ai Supported
application/sgml SGML sgm, sgml Known
application/vnd.ms-excel Microsoft Excel xls Known
application/vnd.ms-powerpint Microsoft Powerpoint ppt Known
application/vnd.ms-project Microsoft Project mpp, mpx, mpd Known
application/vnd.visio Microsoft Visio vsd Known
application/wordperfect5.1 WordPerfect wpd Known
application/x-dvi TeXdvi dvi Known
application/x-filemaker FMP3 fm Known
application/x-latex LateX latex Known
application/x-photoshop Photoshop psd, pdd Known
application/x-tex TeX tex Known
audio/x-aiff AIFF aiff, aif, aifc Supported
audio/basic audio/basic au, snd Known
audio/x-mpeg MPEG Audio mpa, abs, mpeg Supported
audio/x-pn-realaudio RealAudio ra, ram Known
audio/x-wav WAV wav Supported
image/gif GIF gif Supported
image/jpeg JPEG jpeg, jpg Supported
image/png PNG png Supported
image/tiff TIFF tiff, tif Supported
image/x-ms-bmp BMP bmp Known
image/x-photo-cd Photo CD pcd Known
text/html HTML html, htm Supported
text/plain Text txt supported
text/richtext Rich Text Format rtf supported
text/xml XML xml supported
video/mpeg MPEG mpeg, mpg, mpe supported
video/quicktime Video Quicktime mov, qt known
text/x-sas-syntax SAS Syntax File sas Supported
application/x-sas-system SAS System File sas7bdat, sd1, sd2, sd7, ssd01, ssd, ssd04 Known
application/x-sas-transport SAS Transport File xpt, cport, v5x, v6x, v7x Known
text/x-spss-syntax SPSS Syntax File sps Supported
application/x-spss-sav SPSS system file sav Known
application/x-spss-sav SPSS portable file por Known
text/x-stata-syntax Stata Syntax file do Supported
application/x-stata Stata Binary files dta Known
text/x-r-syntax R syntax file r, R Supported
application/x-rlang-transport R binary file Rdata, rdata Known
text/x-fixed-field fixed field text data dat, asc Supported
text/csv Comma separated values csv Supported
text/tab-separated-values Tab separated values tab Supported

Deposit Policy

Depositing Articles in ScholarWorks@UA

If scholars retain the copyright to their articles, they can deposit any version of them wherever they wish. However, most scholars transfer their article rights to a journal publisher as part of the publication process and, consequently, it is the publisher's policies that govern deposit. Many publisher policies are available from the SHERPA/ROMEO web site.

At the time of submission, you will be asked to grant the ScholarWorks@UA license, as defined:

In order for ScholarWorks@UA to reproduce, translate and distribute your submission worldwide your agreement to the following terms is necessary. Please take a moment to read the terms of this license.

By clicking through this license, you (the author(s) or copyright owner(s)) grants to the University of Alaska (UA) the non-exclusive right to reproduce, translate (as defined below), and/or distribute your submission (including the abstract) worldwide in electronic format.

You agree that UA may translate the submission to any medium or format for the purpose of preservation.

You also agree that UA may keep more than one copy of this submission for purposes of security, back-up, and preservation. You represent that the submission is your original work, and/or that you have the right to grant the rights contained in this license. You also represent that your submission does not, to the best of your knowledge, infringe upon anyone's copyright.

If the submission contains material for which you do not hold copyright, you represent that you have obtained the unrestricted permission of the copyright owner to grant UA the rights required by this license, and that such third-party owned material is clearly identified and acknowledged within the text or content of the submission.

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

ScholarWorks@UA will not make any alteration, other than as allowed by this license, to your submission.

License Agreement

At the time of submission, you will be asked to grant the ScholarWorks@UA license, as defined:

In order for ScholarWorks@UA to reproduce, translate and distribute your submission worldwide your agreement to the following terms is necessary. Please take a moment to read the terms of this license.

By clicking through this license, you (the author(s) or copyright owner(s)) grants to the University of Alaska (UA) the non-exclusive right to reproduce, translate (as defined below), and/or distribute your submission (including the abstract) worldwide in electronic format.

You agree that UA may translate the submission to any medium or format for the purpose of preservation.

You also agree that UA may keep more than one copy of this submission for purposes of security, back-up, and preservation. You represent that the submission is your original work, and/or that you have the right to grant the rights contained in this license. You also represent that your submission does not, to the best of your knowledge, infringe upon anyone's copyright.

If the submission contains material for which you do not hold copyright, you represent that you have obtained the unrestricted permission of the copyright owner to grant UA the rights required by this license, and that such third-party owned material is clearly identified and acknowledged within the text or content of the submission.

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

ScholarWorks@UA will not make any alteration, other than as allowed by this license, to your submission.

ScholarWorks@UA, jointly sponsored by the University of Alaska Fairbanks Elmer E. Rasmuson and Bioscences Libraries and the Arctic Region Supercomputing Center, provides long-term preservation and open access to digital works at the University of Alaska.

It is UA's policy that authors or other authorized depositors ("Contributors") retain all rights of copyright in deposited works ("Works") or have secured the rights from the copyright holder (e.g., a publisher) to deposit the Works and to enter into the non-exclusive license required for deposit.

Contributors shall grant the University a non-exclusive license: (1) to make and keep more than one copy of the Work for purposes of access and preservation; (2) to modify the Work in order to migrate it to another medium or format for the purpose of preservation and future access; (3) to publicly display or publicly perform the Work; and, (4) to distribute the work both in print and by digital means on the World Wide Web.

A jointly-owned Work may be deposited by any of the joint owners, provided the Contributor promptly notifies the other joint owner(s) of the deposit.

A work for hire may be deposited by the employer or contracting party that owns the rights of copyright in the Work.

A Work held by a unit of the UA may be deposited by the unit if determination of authorship is impossible or impractical.

Do you have questions about copyright or intellectual property? Contact UAF's Intellectual Property Specialist Adam Krynicki at 907-474-2626.

Creative Commons License

Creative Commons provides alternative licenses whereby you can release some of the rights you are automatically assigned by copyright law.

The most open license is the Attribution license. With this you receive the greatest exposure for your work, since allows your work to be distributed anywhere or modified to someone's specific needs, while still giving you credit for its creation.

Other Creative Commons license choices specify whether you allow commercial use of the work, whether you allow modifications of the work, and whether you allow derivative works to be created based on your work.

When you submit content to ScholarWorks@UA, you see a Creative Commons form that allows you to identify the license to be used with the item you are submitting, so people can know what they are allowed to do with your work. This form is optional in ScholarWorks@UA; you can skip it if you wish to retain your full copyright.

Privacy Policy

The personal information received through ScholarWorks@UA is used solely for purposes of the functioning of the system, and for the specific purposes described below. This system collects personal information from:

  1. users involved in the submission of ScholarWorks@UA  content and metadata
  2. users who subscribe to the ScholarWorks@UA alerting service

Personal information collected by ScholarWorks@UA will not be used for any commercial or philanthropic purpose.

We do not disclose information about your individual visits to our site, or personal information that you provide us, such as your name, address, email address, telephone number, etc. to any outside parties except when we believe, in good faith (i) that the law requires it, or (ii) that disclosure is necessary to protect the rights and property of ScholarWorks@UA users.

The ScholarWorks@UA adheres to Chapter 02.07. Information Resources University of Alaska Regents' Policy & University Regulation.

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