UPSpace Policy - Library - University of Pretoria

10. Copyright for all items and files (bitstreams) submitted to UPSpace must have been cleared in
advance and where necessary, and a note has to be added to each individual item on
submission to UPSpace.
11. File names for files (bitstreams) should adhere to the file naming structure decided upon by
the Collection Administrator, as specified in the Collection policy.
12. It is recommended that items rather be “Withdrawn” than to be fully “Deleted”,
A description.provenance note stating the reason should be added prior to the withdrawal,
documenting the history. The same applies when an item is reinstated.
13. When an item is moved to another collection a description provenance note stating the reason
should be added to the metadata record prior to moving the item.
14. By entering the expired date of a restricted item in the description embargo field,
the system will automatically lift the restriction of the item.
15. Mini-dissertations can be defined as:
- lectured/coursework Masters
- required research projects for final years (4 th and 5 th year) undergraduate courses
The policy regarding the hosting of mini-dissertations on UPSpace will imply the following:
- Approval for publication on web by HOD of Department by means of a “Letter of consent”
- The letter will be uploaded in the restricted UPSpace Letters of Consent collection on the
Institutional Repository and the link made available on the specific collection.
- All copyright issues are cleared, including sensitive information of firms used in preparation of
dissertation
- Confidential reports will not be uploaded
- Completing the Application for a new Collection request annually
- An evaluation committee will evaluate the application and give feedback
- Role players will be allocated and trained
- The collection and archived records will be monitored by the IR Manager and:
- records not adhering to IR set standards will be withdrawn
- role players not upholding the quality standards be removed from the collection
5.3 Content not to be submitted to UPSpace
The following material/ content will not be allowed to be submitted into UPSpace:
Material which is of controversial nature.
Material which contains content of discriminatory nature.
Administrative material.
Commercial material.
Material without the relevant full text attached.
Content submitted to UPSpace have to comply with the South African Bill of Human Rights.
5.4 Digital formats accepted by UPSpace
At the University of Pretoria all manner of digital formats aimed at supporting research activities will
be allowed for submission.
Some examples of items that can be accommodated by UPSpace are:
• Documents (e.g. articles, pre-prints, post-prints, working papers, technical reports,
conference papers, speeches, newspaper clippings, manuscripts)
• E-resources e.g. E-books
• Data sets
University of Pretoria
UPSpace User Policy Version 3.2
Updated by Hettie Groenewald and Kataila Ramalibana on 6/20/2013
6