UND Scholarly Commons Collection Policy

1. Introduction

1.1 Description

The UND Scholarly Commons is the institutional repository for the University of North Dakota (UND). It is administered by the Chester Fritz Library and provides a unified institutional home for research conducted at UND.

1.2 Mission

The mission of the UND Scholarly Commons is to preserve and publicly disseminate research conducted by UND faculty, staff, students, and campus organizational units as well as providing access to archival collections of interest to researchers and the general public.

1.3 Purpose of Policy

This document provides guidelines for collection management and development activities for the UND Scholarly Commons.

2. Content Organization

Content within the UND Scholarly Commons is organized hierarchically into communities and sub-communities. The individual scholarly works themselves live in collection series, conferences, journals, and image galleries. Each community, sub-community, collection series, conference, journal, image gallery, and specific item has its own individual permanent URL to facilitate sharing and linking to these specific areas within the Commons. See appendix for more specific information.

3. Content Guidelines

3.1 Who Can Submit

UND campus units, faculty, staff, and graduate students are all welcome to deposit their research output in the UND Scholarly Commons. Undergraduate student work can also be deposited provided a faculty member recommends the work be preserved.

3.2 Materials Eligible For Deposit

Scholarly material produced by faculty, staff, students, or organizational units affiliated with UND are eligible for deposit in the UND Scholarly Commons. This includes but is not limited to:

• Published articles in scholarly journals
• Unpublished research articles
• Conference proceedings
• Books or book chapters
• Presentation slide decks and poster presentations
• Theses and senior projects
• Posters and presentations
• Open Educational Resources (including textbooks and lesson plans)
• Datasets
• Audiovisual material of scholarly value
• Open access journals
• Archival materials (including photographs and audiovisual files)

3.3 File Format

The UND Scholarly Commons will accept most file formats. With regards to traditional publications (articles, conference proceedings, book chapters, etc) Word documents or PDF files are preferred. The Commons administrators retain the right to accept, reject, convert and optimize file format and size for download and distribution.

3.4 Copyright

Submission Agreement

Prior to submitting content to the UND Scholarly Commons, a contributor will be required to accept a Submission Agreement. The Agreement states that the Contributor of the Work must either own the rights to the Work or must have written permission from the rights holder to submit it to the Commons. If a Contributor accepts the Submission Agreement, they are granting UND Scholarly Commons, on behalf of the University of North Dakota, a non‐exclusive, royalty‐free License to distribute the Work. All other intellectual property rights remain unchanged. If a Contributor owns the rights to the Work, s/he will continue to maintain those rights and the responsibility for enforcing them. Contributors retain the right to revoke the non-exclusive license by contacting the Digital Initiatives Librarian.

Co-Authors

If the Work was written by two or more authors, each joint author has the ability to grant a nonexclusive license (by accepting the Submission Agreement) without the permission of other joint author(s). The UND Scholarly Commons policy is as follows:

• Any co-author can give permission for deposit.
• Any co-author can object and request work be taken down. The decision whether to withdraw
• the work rests with UND Scholarly Commons Administrators.

To prevent potential disagreements between co-authors, it is recommended that you talk to your co-author(s) prior to submitting to work to the UND Scholarly Commons.

Pre-publication and Publishing Embargoes

In some cases, a publisher or author may request an embargo on distributing a full work through the UND Scholarly Commons. The author may submit a metadata record to the Commons that includes an expected date of publication and a link to the publisher version of the full work. A metadata record will be created on the Commons and full text access to the work will be suppressed until the embargo period has passed.

3.5 Withdrawing Content

In general, once submissions have been approved for posting in the UND Scholarly Commons, they constitute a permanent record of the scholarly output of the UND community. However, the Chester Fritz Library recognizes that there are scenarios where it may be necessary to remove items from the repository for legal reasons (such as cases of copyright conflict). If an author requires their work to be removed from the UND Scholarly Commons, they may contact the Digital Initiatives Librarian with their request and reasoning.

4. UND Scholarly Commons License Agreement

The UND Scholarly Commons Submission agreement is as follows:

By consenting to this license, you (the author(s) or copyright owner(s)) grant to the University of North Dakota Libraries Institutional Repository (henceforth referred to as UND Scholarly Commons) the non-exclusive right to reproduce, translate (as defined below), and/or distribute your submission (including the abstract) worldwide in electronic format. You agree to the following terms:

1. You agree that the UND Scholarly Commons may translate the submission to any medium or format, known now or in the future, for the purpose of preservation.
2. You also agree that UND Scholarly Commons 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.
3. 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 UND Scholarly Commons 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.
4. You agree that UND Scholarly Commons may make such changes to the item’s metadata as deemed necessary by UND Scholarly Commons staff to make the item more accessible.
5. In the event that you require an embargo to full public access to your work, you agree that UND Scholarly Commons may make the title and abstract publicly available during the embargo period. Upon the expiration of the embargo period, access to the work is governed by all terms outlined above.

You understand that once a Work is deposited in the repository, it is a permanent record and may not be removed except at the discretion of UND Scholarly Commons staff.

5. Bibliography

Portions of this collection policy have been adapted from the following sources:

Frankel, Sarah. “Collection Policy” (Accessed February 24, 2019). https://ir.library.louisville.edu/collection_policy.html

“Rowan University Institutional Collection Policy and Procedure” (February 10, 2017). https://www.lib.rowan.edu/sites/default/files/library-policies/Rowan-University-IR-Collection-Policies-2019.pdf

Wright, Andrea M. and Allen, Christy, "Furman University Scholar Exchange (FUSE) Institutional Repository Guidelines" (2014). Libraries Institutional Records. 1. https://scholarexchange.furman.edu/lib-records/1

6. Appendix