IUPUI ScholarWorks Communities & Collection Policies

The IUPUI ScholarWorks is a partnership between IUPUI communities, IUPUI libraries and IUPUI administration. IUPUI ScholarWorks content consists of collections produced by IUPUI communities, which are managed, preserved and distributed by IUPUI libraries through IUPUI ScholarWorks . Some of the collections will be subject to institutional guidelines defined by IUPUI administration. As in all partnerships, it is important that all IUPUI ScholarWorks stakeholders understand and agree to the policies, guidelines and procedures required to build an IUPUI ScholarWorks .

What is an IUPUI ScholarWorks Community?

An IUPUI ScholarWorks "Community" is an entity with an IUPUI association that conducts scholarly activity, has a defined leader, 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 IUPUI ScholarWorks staff. Groups wishing to establish an IUPUI ScholarWorks Community that do not fall into this definition will be considered on a case-by-case basis. Individuals may not submit items without belonging to an established community in IUPUI ScholarWorks .

What responsibilities does an IUPUI ScholarWorks Community take on?

An IUPUI ScholarWorks community agrees to:

  • arrange for submission and description of content
  • make decisions about community and collection definitions (within IUPUI ScholarWorks guidelines and Content Policies)
  • notify IUPUI ScholarWorks of organizational changes affecting submissions
  • reply to requests for reconfirmation of community information
  • understand and observe IUPUI policies relevant to IUPUI ScholarWorks , and educate community submitters regarding these policies
  • decide upon a submission workflow for each collection

What rights does an IUPUI ScholarWorks Community retain?

An IUPUI ScholarWorks community retains the right to:

  • decide policy regarding content to be submitted (within IUPUI ScholarWorks guidelines and Content Policies)
  • decide who may submit content within the community
  • receive a copy of submitted content upon request
  • remove items and collections (as outlined in the Withdrawal Policy.)
  • approve addition of or elimination of sub-communities
  • customize interfaces to community content

What are IUPUI libraries' responsibilities?

IUPUI ScholarWorks agrees to:

  • retain and maintain content submitted to IUPUI ScholarWorks
  • distribute content according to community decisions (to IUPUI minimally, unless prior approval is granted by IUPUI ScholarWorks Working Group)
  • preserve content using accepted preservation techniques
  • provide access to IUPUI ScholarWorks research
  • notify communities of significant changes to content, e.g. format migration
  • if IUPUI libraries cease to support IUPUI ScholarWorks : (1) return collections to existing communities and (2) offer collections to IUPUI Archives.
  • consult with communities on content guidelines

What are IUPUI libraries' rights?

IUPUI ScholarWorks retains the right to:

  • redistribute, sell or amend metadata for items in IUPUI ScholarWorks
  • refuse or de-accession items or Collections under certain circumstances - as outlined in the Withdrawal Policy.
  • renegotiate terms of original agreement with Communities
  • determine long-term archival value when Communities cease to exist or within thirty years of the creation of a Collection
  • structure Collections to reflect current understanding between IUPUI ScholarWorks 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 IUPUI ScholarWorks (e.g. large amount of de-accessioning)

What are IUPUI's rights?

IUPUI has the right to:

  • Set policy at the IUPUI level regarding issues that affect IUPUI ScholarWorks , e.g. copyright rules, thesis requirements, etc.

Withdrawal Policy

IUPUI libraries foresee 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 IUPUI's discretion"
  • "removed from view at IUPUI libraries' discretion"
  • "removed from view by legal order"

Since any IUPUI ScholarWorks 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.