UPSpace Policy - Library - University of Pretoria

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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 It is recommended that items rather be “Withdrawn” than to be fully “Deleted”, A description.provenance note stating the reason should be added prior to the withdrawal, documenting the history.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and archived records will be monitored by the IR Manager and: - records not adhering to IR set standards will be withdrawn - role players not upholding the quality standards be removed from the collection 5.3 Content not to be submitted to UPSpace The following material/ content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
• Computer programs • Visualizations, simulations, and other models • Multimedia publications • Theses and dissertations The following will, for now, not be accommodated through UPSpace: • Temporary Learning Objects (Use clickUP/ Blackboard) • Full text digital articles and digital images of temporary nature, e.g. reserved material (Use Millennium) 5.5 Required fields for a Submission The Qualified Dublin Core Schema (http://dublincore.org/ ), consisting of 15 elements and the qualifiers for each, is used to collect metadata from an item (resource). Reasons for collecting metadata: • To aid in the retrieval process • As a surrogate for the item (for instance, metadata harvesting by another system) • For use in later products (for instance, a bibliography in a particular discipline) Listed below are the 15 Qualified Dublin Core fields. Mandatory fields are indicated where applicable. Metadata Element Creator Contributor Coverage Date Description Format Identifier Language Publisher Element Description Main author. An entity primarily responsible for making the content of the resource e.g. a person, an organization or a service. An entity responsible for making contributions to the content of the resource. The extent or scope of the content of the resource. Spatial/temporal characteristics of the intellectual content of a resource. A date of an event in the lifecycle of the resource, associated with the creation, availability or lifecycle of the resource. An account of the content and provenance of the resource, e.g. an abstract, table of contents, origin. All available information on the item not provided for elsewhere. The physical or digital manifestation of the resource. An unambiguous reference to the resource within a given context. A language of the intellectual content of the resource. An entity responsible for making the resource available, responsible for publication, distribution or imprint. Policy Mandatory (Unknown if not available) Not required Not required System supplied if not provided by user Encouraged System supplied System supplied Mandatory (pull-down menu, including "non-text") Not required Relation A reference to a related resource. Required if available University of Pretoria UPSpace User Policy Version 3.2 Updated by Hettie Groenewald and Kataila Ramalibana on 6/20/2013 7
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Page 3 and 4: 1. About UPSpace ”In supporting O
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UPSpace Policy - Library - University of Pretoria

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