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Policies and Guidelines

  1. Purpose and Scope
  2. Definitions
  3. Procedure
  4. Appendix 1: UNSWorks Glossary

1. Purpose and Scope


  • What is UNSWorks?

    • UNSWorks is an online institutional repository of UNSW research output. UNSW staff and students can deposit their publications and other research material into UNSWorks. Repository content can be searched and accessed on the web, by other researchers and by the public.

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  • What is the purpose of UNSWorks?

    • UNSWorks, a UNSW Library service to Schools, Centres and Institutes of the University, aims to increase the exposure of UNSW research by making it available globally, free of charge. It is part of an international movement to enhance scholarly research communication by establishing a system of open access and interoperable repositories for curation of research material. In addition to making UNSW research more visible and accessible, UNSWorks assists researchers and academics with managing their research material by providing a stable and enduring home for the their research output. It also enables researchers to meet recommendations of funding bodies, including ARC and NHMRC, to deposit research publications in an institutional or subject-based repository. UNSWorks meets the Library's purpose to deliver professional services to optimise the University's investment in our digital and print collection that improve outcomes in research.

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2. Definition


A glossary of terms is included in Appendix 1.

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3. Procedure


  • Who can deposit in UNSWorks?

    • It is the responsibility of authors and creators of research material to deposit their work in the UNSWorks. UNSW staff and students who possess a current staff/student number and an activated Unipass can deposit research material into the repository. All co-authors or co-creators must agree to deposit the work in UNSWorks.

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  • Inclusions

    • UNSWorks holds research publications, objects or collections provided that:

    • the creator or author has an affiliation with UNSW. The creator or author may be a UNSW staff member or student within a UNSW School or Centre. They may be a visiting scholar to UNSW.
    • the research publication, object or collection is associated with or sponsored by UNSW. For example, a UNSW affiliated Centre may publish a series of research papers where the authors are not UNSW staff or students.

    The publication, object or collection must be scholarly or research oriented. The following types of research material are included in UNSWorks:

    • journal articles
    • research papers/reports
    • working papers
    • technical reports
    • conference papers
    • books
    • book chapters
    • small-sized datasets accompanying papers/articles/reports
    • images used for research
    • audiovisual objects
    • multimedia material
    • interactive media
    • Masters by Research and PhD theses, as already collected in Australian Digital Theses (ADT)
    • computer programs
    • conference posters
    • works of art

    The following types of research publications or collections are not included in UNSWorks:

    • material intended for commercialisation
    • material containing confidential or proprietary material
    • material that should not be made publicly accessible for reasons of cultural or commercial sensitivity
    • material that contains offensive, defamatory or unlawful content
    • research publications or collections which, if disseminated by UNSWorks, would infringe a legal obligation of the University of New South Wales and/or the author(s) or creator(s), or the legal rights of the third party
    • honours theses and undergraduate essays
    • draft papers or draft versions of papers released for discussion
    • pre-prints of journal articles, except in cases where permission is granted for pre-print only (A pre-print is not peer-reviewed. It is the version of an academic paper which is submitted by an author for peer review. There may be cases where post-prints are not allowed but pre-prints are.)

    Other types of material not suitable for inclusion in UNSWorks are:

    • material intended for teaching and learning (e.g. course notes, reading material.)
    • administrative documents and records, including those associated with research projects.

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  • Licence to UNSWorks

    • The UNSWorks deposit process requires that the author or creator agrees to grant to UNSW a non-exclusive right to make the material available permanently online, at no charge and with no access restrictions. UNSW uses a Creative Commons (CC) licence to effect this. The Creative Commons, a non-profit organization devoted to expanding the range of creative work available for others to use free of charge, has released several copyright licenses which are available for anyone to use. These licenses give UNSW rights in relation to a work, subject to certain conditions. The rights given relate to copying, distributing, displaying and performing the work.

    Material deposited in UNSWorks is licensed under a Creative Commons Attribution-NonCommercial-NoDerivs Licence, this allows UNSWorks to copy, distribute and transmit the work to end-users - under the following conditions:

    • Attribution: UNSW must attribute the work in the manner specified by the author or licensor (but not in a way that suggests that the author endorses UNSW's use of the work)
    • Noncommercial: UNSW may not use this work for commercial purposes
    • No Derivative Works: UNSW may not alter, transform, or build upon this work.

    For more information (and to see a copy of the full licence) go to http://creativecommons.org/licenses/by-nc-nd/2.5/au/

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  • Copyright and permissions

    • By completing the UNSWorks licence, the author or copyright holder gives to UNSWorks a licence to reproduce and publish electronically the work. Where the author or creator is the copyright owner of a work, copyright is retained by the author or creator after it is deposited in UNSWorks. Where the publishing agreement assigns copyright to the publisher, permission from the copyright owner (i.e. the publisher) is required before material can be made accessible on UNSWorks. Most academic journals now routinely allow authors to self-archive a copy of the manuscript version of their papers. Policies of specific publishers are available at <http://www.sherpa.ac.uk/romeo.php>. UNSWorks staff will check that the publisher allows author self-archiving before uploading deposited material to the web. Where an embargo period is imposed by copyright owners, authors and creators can still deposit their research material, which will automatically be made visible and accessible on the repository at the end of the embargo period. In cases where the publisher does not permit self-archiving, depositors will be required to gain permission to deposit their material on UNSWorks. If this permission is not provided a full copy of the research material will not be accepted into UNSWorks, but a record of the publication metadata, including bibliographic information, may be submitted. Where possible, UNSWorks will provide a URL link from the metadata to the publisher's site where the work can be viewed.

    Authors and creators are responsible for confirming that depositing material in UNSWorks does not breach any agreement made with a third party in relation to the research. Such agreements may include provisions relating to the confidential or proprietary nature of the material. Third parties include funding bodies, bodies who commissioned the research, government, industry and community research partners.

    Under the licence, the author warrants that the work is original and does not infringe the copyright of another. If there is material in the work, the copyright in which belongs to another, the author or creator must obtain written permission from the copyright owners to reproduce that part. The fair dealing exemption in the Copyright Act relating to research or study will not apply to reproducing material on UNSWorks as the purpose of the reproduction is no longer only research or study. However, for print works, short quotes will generally be acceptable. Reproduction of images, diagrams, graphs extended quotations, moving images, musical scores and multi-media works will generally require permission from copyright owners and should be removed from works, prior to being deposited in UNSWorks, if permission is not obtained.

    Where there are multiple authors or creators, the author completing the licence in favour of UNSWorks must have agreement of the other co-authors to deposit a copy of the research material in UNSWorks.

    Individual works published in journals or other collections or publications for which UNSW is the copyright owner will not require permission from individual authors, provided that the agreement made between the author and publisher clearly states that the material will be made available on UNSWorks and that all UNSWorks content is available under Creative Commons Attribution-NonCommercial-NoDerivs Licence.

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  • File format types

    • Deposited material is accepted in most common digital file formats, with the exception of PhD and Masters by Research theses, which are accepted as pdf files only. UNSWorks has the right to alter the format of deposited work, translate or copy the work, to any medium, if deemed necessary for preservation and enduring accessibility.

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  • Removal of material

    • UNSWorks content is intended for permanent storage and access. It will only be removed in exceptional circumstances. Authors or creators who wish to remove a work from the repository should make a written request to the University Librarian, outlining the exceptional circumstances which necessitate its removal. UNSWorks will, in its absolute discretion, decide whether circumstances necessitate the removal of the Work.

    UNSWorks has the right to remove material from the repository if it is in breach of copyright, if it contains confidential, plagiarised, fraudulent, sensitive, offensive, defamatory or unlawful material (as outlined above). UNSWorks undertakes regular audits of the material uploaded to ensure compliance with this procedure.

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  • Metadata

    • To ensure that research material in the repository is optimally searchable, discoverable and accessible on the web, the UNSWorks metadata schema is compliant with the OAI Protocol for Metadata Harvesting.

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  • Access to UNSWorks

    • UNSWorks metadata is accessible through the ARROW Discovery Service, an aggregated collection of material on Australian research repositories. UNSWorks is registered with Google Scholar so that deposited content will be discoverable through searches from Google Scholar.

    Depositors will be able to view access statistics related to their material on UNSWorks, including the number of times their publications have been viewed or downloaded from the repository.

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4. Appendix 1: UNSWorks Glossary


ADT

 ADT, the Australasian Digital Theses Program, is an Australian and New Zealand wide database of digitised theses, providing access to a searchable database of UNSW PhD and Masters by Research theses.

ARROW Discovery Service

 Established to raise national and international awareness of Australia's publicly funded research, the ARROW Discovery Service enables searching and browsing across the corpus of Australia's scholarly research output which has been deposited into individual repositories at universities, the National Library of Australia and other research agencies.

Assign

 To assign means transfer or otherwise convey ownership of the copyright to another party or parties (generally a publisher). An assignment must be in writing and signed.

Creative Commons

 The Creative Commons (CC), a non-profit organization devoted to expanding the range of creative work available for others legally to build upon and share, has released several copyright licenses known as Creative Commons licenses. The Creative Commons licenses give end-users rights in relation to a work, subject to certain conditions as selected by the author or creator. The rights given are to copy, distribute, display and perform the work. Conditions that may be imposed include: attributing the work to the author; non-commercial use only; non-derivative works only.

Embargo period

 In academic publishing, an embargo is a period of time imposed by a publisher, during which the publisher prohibits open access of the published work, but after which an author may self-archive.

e-print

 e-Prints are electronic copies of any research output (journal articles, book chapters, conference papers etc even multimedia). They may include unpublished manuscripts and papers. E-prints is also the name of a particulary open source software package used for institutional repositories.

Google Scholar

 Google Scholar is a freely-accessible web search engine that indexes the full-text of scholarly literature across an array of publishing formats and disciplines.

Institutional repository

 An online archive to collect, preserve and proffer electronically the intellectual output of an institution.

Metadata

 For items in institutional repositories, metadata describes the material deposited in the repository. It includes the title, authors, date of publication, abstract and other relevants details.

Non-exclusive licence

 If the author grants a non-exclusive licence, the author is free to publish the work in its present version or future versions elsewhere.

OAI (Open Archives Initiative)

 The Open Archives Initiative (OAI) develops and promotes interoperability standards that aim to facilitate the efficient dissemination of content. The OAI Protocol for Metadata Harvesting, a protocol for the exchange of metadata, is a set of guidelines that enable repositories to expose the metadata describing their content to service providers who harvest the metadata into large aggregations. It is intended to expose the work deposited in repositories to the widest possible audience and ensure the interoperability of repositories. A repository that has correctly implemented OAI protocols is said to be OAI compliant.

Open access

 The open access movement aims to improve the dissemination of scientific information. If an article is Open Access it can be freely accessed by anyone in the world using an internet connection. This means that the potential readership of Open Access articles is far greater than that for articles where the full-text is restricted to subscribers.

Open source

 Open Source is a set of principles and practices that promote access to the design and production of goods and knowledge. The term is most commonly applied to the source code of software that is available to the general public with relaxed or non-existent intellectual property restrictions.

Post-print

 A post-print is the final version of an academic article or other publication, as accepted for publication, incorporating revisions made as a result of the peer review process. A post-print deposited in institutional repositories is, in general, the author's final version which does not include publisher imprints and pagination, but may include a citation reference to the published copy of the work.

Pre-print

 A pre-print is the version of an academic paper or other publication, as submitted by an author for peer review. Pre-prints cover initial and successive drafts prior to the version accepted for publication.

Self-archive

 Self-archiving is the process by which an academic author deposits an electronic copy of an academic paper or other publication, and its associated metadata (bibliographic reference, abstract etc.), in a subject-based or institutional archive or repository.

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