UPSpace Policy - Library - University of Pretoria

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Collections (Research Articles, Focus Areas, Conference Papers & Presentations, Conference Proceedings, Chapters from Books, Media & Communication, Working Papers, Open Lectures, Conferences, etc.) 6.2 Responsibilities of a UPSpace Manager At the University of Pretoria, a UPSpace Manager agrees to: • Arrange for submission and description of content (negotiate for assistance). • Decide on policy regarding content to be submitted (within UPSpace policy & guidelines). • Make decisions about Community and Collection definitions and Collection membership. • Notify UPSpace of organisational changes affecting submissions. • Understand and observe university policies relevant to UPSpace, and educate community submitters regarding these policies. • Monitor and arrange for copyright clearance. Open Scholarship Office takes responsibility for clearing copyright of research articles. • Decide upon a submission workflow for each Collection, in collaboration with the specific collection application. • Decide upon a user interface for each Collection, in collaboration with the specific collection administrator. • Administer submitters within a Collection (register & modify submitters). • Update information on submitters where necessary. • Withdraw and move items when required. • Promote UPSpace amongst potential UPSpace users. • Coordinate and monitor overall workflow within Collection. • Communicate important information on the Collection Homepage. • Edit items where required; modify metadata at any stage in line with Metadata Working Paper. • Map items from other Collections into Collection. • Back-up for roles within workflow. • Create Item Templates in collaboration with Metadata Editor. • Frequently communicate information re research available on UPSpace to the relevant department. University of Pretoria UPSpace User Policy Version 3.2 Updated by Hettie Groenewald and Kataila Ramalibana on 6/20/2013 10
7. Responsibilities and Services offered by the Department of Library Services, Library Information Systems & Technology and Dept. of Information Technology At the University of Pretoria, the Department of Library Services in collaboration with Library Information Systems & Technology and the Dept. of Information Technology will take responsibility for the following: • Retain and maintain content submitted to UPSpace. • Distribute content according to Collection decisions. • Preserve content using accepted preservation techniques. • Notify Collections of significant changes to content, e.g. format migration. • Submission service: Submitters may contact upspace@up.ac.za to receive help or to inquire about the services offered regarding UPSpace. • Repository service: Dept. of Library Service IT Services, in collaboration with the University of Pretoria’s IT Services when applicable will provide permanent storage, including appropriate back-up and recovery procedures. • Access service: Maintain an appropriate interface to browse, search, view and download material from the repository, in line with the policy of the University of Pretoria. • System management: The UPSpace System Administrator will maintain, administer, upgrade and enhance the system and will enhance metadata records providing for better retrieval. When a new version of DSpace becomes available, the system will be migrated to the most recent version. • Code developed and owned by the Dept. of Library Services will be donated to the DSpace Community. 8. Rights of the Department of Library Services The Dept. of Library Services/UPSpace retain the right to: • Redistribute or amend metadata for items in UPSpace. • De-accession items or Collections under certain circumstances - as outlined in the "Withdrawal Policy". • Refuse items or collections not within the scope of UPSpace as defined by the content that will be accepted in UPSpace. • Renegotiate terms of original agreement with Collections. • Perform appraisal for long-term archiving when Collections cease to exist or within thirty years of the creation of a Collection. • Move Collections to reflect current agreement between UPSpace and Communities. • Migrate items for preservation purposes or at the Department of Library Service’s discretion. • Map/link between Communities/Collections/Items and the UP Research Report to guide the user. • Set quotas (size of files, number of items) to determine what constitutes fair use. • Charge a fee for activities requiring extensive centralised support from UPSpace (for example, for a large amount of de-accessioning). University of Pretoria UPSpace User Policy Version 3.2 Updated by Hettie Groenewald and Kataila Ramalibana on 6/20/2013 11
Page 1 and 2: University of Pretoria Digital Inst
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Page 5 and 6: 4. Open Access Approach at UP Libra
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