Policies and Guidelines 

JDigispace Policies and Guidelines

Content Guidelines

1.  The work must be produced by UJ scholars.

2.  The work must be scholarly or pertain to teaching, learning or research.

3.  The work must be full text and in digital form. For information regarding assistance digitizing 
      non-digital works, please contact UJDigispace.

4.  The work should be preprint, complete and ready for "publication" or postprint. In practice, a
      wide range of  scholarly works beyond preprints and postprints (e.g., books, conference
      presentations, electronic theses and dissertations, and technical reports).

5.  The author/owner should be willing and able to grant UJ the right to preserve and provide open
      access to  work via the IR.

6.  If the work is part of a series, other works in that series should also be contributed so that the IR
     can offer as full a set as possible.

 Community and Collection Policies  

The University of Johannesburg Library Institutional Repository Project (UJDigispace) is a partnership between UJ communities and the UJ Library & Information Centre. The UJDigispace Project content consists of collections produced by UJ communities. These collections are managed, preserved and made accessible by theLibrary through DSpace software. Some of the collections will be subject to institutional guidelines defined by UJ administration. As in all partnerships, it is important that all IR stakeholders understand and agree to the policies, guidelines and procedures required to build an institutional repository. The following policy statements have been developed over a period of time with input from various parties.

 What is an Institutional Repository community?

An Institutional Repository "Community" is an academic unit at UJ, such as a department, centre, institute or other group or an individual that produces research, has a defined leader or someone known as the individual responsible for that unit, has long-term stability, and can assume responsibility for setting Community policies. Each community must be able to assign a coordinator who can work with UJDigispace staff. A list of research entities can be found at http://www.uj.ac.za, which may serve as a guide to established communities. Groups wishing to establish a Community that do not fall into this definition will be considered on a case-by-case basis.

 What responsibilities does an Institutional Repository Community take on?

An IR Community agrees to:

• arrange for submission and description of content
• make decisions about community and collection definitions
• notify the UJDigispace Project Coordinator of organizational
   changes affecting submissions
• reply to annual reconfirmation of community information
• understand and observe UJ administration policies relevant to the 
• UJDigispace, and educate community submitters regarding these policies
• clear copyright for items submitted when the copyright owner is other than author(s) or UJ
• decide upon a submission workflow for each collection

 What rights does an Institutional Repository Community retain?

An IR Community retains the right to:

• decide policy regarding content to be submitted (within the UJDigispace guidelines)
• decide who may submit content within the community
• remove items and collections (as outlined in "Withdrawal Policy")
• customize interfaces to community content

 What are the UJ Library Institutional Repository Project's responsibilities?

The UJDigispace Institutional Repository Project agrees to:  

• retain and maintain content submitted to the IR
• preserve content using accepted preservation techniques
• notify communities of significant changes to content, e.g. format migration
• if the UJ Library ceases to support the IR, return collections to existing communities and transfer to the UJ Archives collections of communities that have ceased to exist
• edit metadata assigned to the items placed in the IR

What are the UJ Library Institutional Repository Project's rights?

The UJ Library Institutional Repository Project retains the right to:

• redistribute or amend metadata for items in the IR
•  refuse or de-accession items or Collections under certain circumstances - 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
• migrate items if format is in danger of obsolescence

 Withdrawal of items from the Institutional Repository

The UJ Library and Information Centre 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"
• "removed from view at UJ's discretion"
• "removed from view at the UJ Library's discretion"
• "removed from view by legal order"
• "removed from view at community's discretion"

Since any IR item that has existed at some time may have been cited, we will always supply a "tombstone" when the item is requested, which 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.

 Community Startup Procedures

 Preparation:

• Initial contact with prospective community
• Demonstration of the UJ Library Institutional Repository (UJDigispace) to members of the prospective community
• IR documentation is made available (policy documents, workflow options)
• Community coordinator is assigned
• Community defines and provides:
• Community page information and logo
• Collection access policies
• Defaults for metadata submission form
• Collection page(s) information and logo
• Completed workflow form for each collection
              >  workflow details for each collection
              >  list of authorized people for each workflow role (submitter, reviewer,
                   metadata editor, coordinator)

 UJ Library Insitutional Repository Project provides:

• Community page
• Collection pages
• Submitter authorizations
• Access control
• Workflow roles authorizations
• Training session(s)