General Deposit Guidelines for IDEALS

General Deposit Guidelines

  1. The work must be wholly or in part produced or sponsored by University of Illinois at Urbana-Champaign faculty, researchers, staff, or students. Undergraduate students may submit work to IDEALS only under the sponsorship of a faculty member.
  2. The work must be scholarly, research oriented, educational, creative, or generally reflect the intellectual environment of the campus as defined in the IDEALS Collection Policy.
  3. The work must be in digital form. To better ensure long-term preservation of the file, we encourage that the work be submitted in one of the recommended formats detailed in the IDEALS File Format Recommendations.
  4. Deposits are intended to be permanent contributions to the repository; therefore, a work should be complete and ready for dissemination. However, we highly encourage deposit of works that may be published in another format at a future date (for example, preprints and working papers). Please note that some publishers do not accept work that has been made available on the open Web. Double check whether the publisher of the publication(s) you are considering allow deposit of preprints. The SHERPA/RoMEO list of publisher copyright policies and self-archiving is a good place to start.
  5. The author/copyright owner should be willing and able to grant the University of Illinois at Urbana-Champaign the right to preserve and distribute the work via IDEALS, although the author/copyright owner retains copyright for all works submitted. See the IDEALS Copyright Guidelines and Deposit Agreement.
  6. If the work is part of a University series (such as discussion papers or technical reports), we encourage the submission of other digital works in that series so that IDEALS can offer as full a set as possible.

Submitting published or to be published items

IDEALS actively encourages the submission of items that have been submitted for publication, accepted for publication, or published where copyright allows deposit into an institutional repository.

Copyright on works that have been published is typically transferred from the author to publisher. Many publishers allow authors to deposit their work into institutional repositories (which would include IDEALS). The SHERPA list of publisher copyright policies and self-archiving is a good place to start to determine whether your publisher allows deposit into an institutional repository. We encourage authors to negotiate for the retention of some specific rights from the publisher including:

  • the right to use copies in their classroom
  • the right to distribute copies to colleagues
  • the right to make derivative works (for example, using a conference paper as the basis for a fuller journal article), and
  • the right to deposit an archival copy of the final published version into the campus institutional repository, IDEALS.

Authors can use the CIC Author Addendum to negotiate for retention of these rights. For more information on author rights, also see the SPARC Author Rights initiative.

If you have already transferred copyright to the publisher, you can go through the following steps to see whether you can deposit the item into IDEALS:

  1. If you have the original copyright agreement, check to see whether there is language that specifies that you may make your work available via an institutional repository or a website maintained by your employer. Often this means that you can deposit into IDEALS; however, if you have any doubts please contact your publisher with questions.
  2. If you do not have access to the copyright transfer agreement, you can use the SHERPA/RoMEO list of publisher copyright policies and self-archiving to search for the journal title or publisher. The SHERPA/RoMEO database provides information about whether publisher allows 'self-archiving', that is, posting the paper on the author's web page, in an institutional repository such as IDEALS, or into a disciplinary repository like arXiv. The SHERPA/RoMEO database is an excellent place to start, but, whenever possible, authors should double check the policy with their publisher (either directly or through looking at the policy on the pubisher's web site).
  3. If you do not have access to the copyright transfer agreement and cannot find the publisher on the SHERPA/RoMEO database, please contact IDEALS staff at ideals-gen@illinois[PLEASENOSPAM].edu for assistance. IDEALS staff can work with you to contact the publisher directly.
  4. Once you have determined that you can deposit the item into IDEALS, you should determine whether you can deposit the published version (i.e. with the publisher's formatting, page numbers, etc) or whether you need to deposit the final manuscript version. Again, this information can generally be found in the SHERPA/RoMEO list of publisher copyright policies and self-archiving. At the same time you should determine what other information needs to be included. Many publishers require that you include a full citation to the published version somewhere in the descriptive information (metadata) about the item and a copyright acknowledgment. Final manuscripts often have to include a citation and copyright acknowledgment on the first page of the item itself. For an example of a final manuscript deposited in IDEALS, see http://hdl.handle.net/2142/121.

Again, please contact IDEALS staff at ideals-gen@illinois[PLEASENOSPAM].edu with any questions. See the IDEALS Copyright and Intellectual Property Policy for more information as well.

-- SarahShreeves - 27 Mar 2009

Topic revision: r1 - 27 Mar 2009 - 11:53:53 - SarahShreeves
 
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