UCA policy uments amended by nikeborome


									UCA submission policy and procedure for research outputs and evidence
of outputs

Submission Policy
1.      The aim of UCA Research Online is to provide a permanent record of the research
        output of the University and to maximise the visibility, usage and impact of this research
        through open access.

2.      Items may only be submitted to UCA Research Online by staff and current
        postgraduate research students* of the University for the Creative Arts.

3.      Authors may only submit their own work for archiving. These are referred to as

4.      The validity and authenticity of the content of submissions is the sole responsibility of
        the depositor.

5.      Any copyright violations are entirely the responsibility of the authors/depositors .

6.      If UCA Research Online receives proof of copyright violation, the relevant item will be
        removed and deleted immediately.

7.      UCA Research Online reserves the right to remove and, if appropriate, delete items
        from the archive on the authority of Research and Enterprise Committee.


8.      The Research Office verifies items submitted against the University’s definition of

9.      The UCA Research Online administrator verifies items submitted for the eligibility of
        authors/submitters, relevance to the scope of UCA Research Online, valid detail, layout
        and format, and the exclusion of SPAM.

10.     Items can be submitted at any time, although submission is encouraged at the earliest

11.     Text based items should be submitted as the latest, authorized version that has been
        disseminated and accepted for publication .

12.     It is the sole responsibility of the depositor that the most current version of the research
        output has been submitted to UCA Research Online.

    Please refer to definitions within the content policy for further guidance.

13.     Submissions will not be made publicly visible until any publishers’ or funders’ embargo
        period has expired.

14.     University for the Creative Arts staff with full-time or part-time contracts that contain a
        research dimension are required to submit their research outcomes** to UCA Research

15.     University for the Creative Arts staff who have received support (financial, in-kind or
        other) from the University for a research project are required to submit their research
        outcomes** for that project to UCA Research Online.

16.     University for the Creative Arts staff or students who have received support from an
        external funding agency for a research project on condition that outcomes are available
        online are required to submit their research outcomes** for that project to UCA
        Research Online.

17.     Any qualifying staff who may be or wish to be included in the University’s submission to
        the Research Excellence Framework (the next Research Assessment Exercise) should
        submit their research outcomes** to UCA Research Online.

      * research students may only submit public outputs or a record of such to the archive.

      ** research outcomes refers to actual outcomes and evidence of the outcomes (such as
         photographs of the artefact, exhibition, etc., URL references, ISSN numbers, exhibition
         catalogues, etc.). For example, an authored book, edited book, chapter in book, journal
         article (peer reviewed or non-peer reviewed), conference contribution, patent /
         published patent; registered design or design, application, software, internet
         publication, performance, composition, artefact, exhibition, published research report
         for external body, confidential report for external body, devices and products, digital or
         visual media, scholarly edition, research datasets and databases.

UCA Research Online
Procedure for submission
1.    The submitting member of staff should enter details of the research outcome**into UCA
      Research Online using their UCA login.

2.    The submitting member of staff should list and describe all items being submitted for
      entry (if in an appropriate digital format) or digitization for entry to UCA Research

3.    Once the research outcome** is entered into UCA Research Online it will be held in a
      buffer zone and an automatic email will be sent to UCA Research Online manager who
      will then inform the Research Office that research is awaiting approval.

4.    The Research Office will verify the output against the University’s definition of research
      via UCA Research Online and will ensure that the submission is considered by a sub-
      group of the Research and Enterprise Committee.

5.    The UCA Research Online sub-group of the Research and Enterprise Committee will
      consider all submissions for staff or research degree students of the college against the
      Submissions Policy. It will consider any ethical implications of submissions and will give
      feedback to the depositor for any submissions not approved.

6.    The UCA Research Online sub-group of the Research and Enterprise Committee will
      report their decisions to the Research and Enterprise Committee.

7.    A depositor may appeal to the Chair of the Research and Enterprise Committee against
      the decision of their UCA Research Online sub-group.

8.    Once approved by the UCA Research Online sub-group of the Research and
      Enterprise Committee, the UCA Research Online manager will release the research
      output and it will go live. An automatic email will inform the depositor of this.

9.    Depositors may electronically amend information on work loaded onto the archive. Any
      amendments will be checked by the UCA Research Online office before achieving live

10.   Any material submitted to the UCA Research Online office for digitization will be
      returned to the Research Office, who will arrange for its return to the depositor. UCA
      Research Online will only accept digitized material.

UCA data and metadata policy

Data Policy: for full-text and other full content items

        Access to some or all full items is controlled.
        Copies of full items generally can be:

             1. displayed or performed for personal research or study, educational, or not-
                for-profit purposes without prior permission or charge.


             1.   the authors, title and full bibliographic details are given
             2.   a hyperlink and/or URL are given for the original metadata page
             3.   the original copyright statement is given
             4.   the original rights permission statement is given
             5.   the content is not changed in any way

        Full items must not be harvested by robots
        Full items must not be sold commercially in any format or medium without formal
         permission of the copyright holders.
        Some full items are individually tagged with different rights permissions and
        This repository is not the publisher; it is merely the online archive

Metadata Policy: for information describing items in the repository

        Anyone may access the metadata free of charge.
        The metadata may be re-used in any medium without prior permission for not-for-
         profit purposes provided the OAI Identifier or a link to the original metadata record is
        The metadata must not be re-used in any medium for commercial purposes without
         formal permission

 Open Access Initiative format that provides a persistent way of identifying the metadata of a record in
order for it to be gathered/harvested by other websites

UCA content policy

Content Policy for types of document & data set held

UCA research online is restricted to any research output with valid metadata created by a
UCA member of staff in any format including multi-media. Types of material include but are
not limited to:

               Books, chapters and sections
               Bibliographic references
               Conference and workshop papers
               Journal articles
               Multimedia and audio-visual materials
               Theses and dissertations
               Unpublished reports and working papers (as submitted to the commissioning


Deposited text based items may include:

    Pre-print: Prior to peer-review. This could be a draft or a version that has been submitted
    for publication but has not yet been peer-reviewed.

    Post-print: The final draft author manuscript, as accepted for publication, including
    modifications based on referees' suggestions but before it has undergone copyediting
    and proof correction.

    Publishers PDF/version: This is the article as published and bears the publisher’s logo
    and layout.

    http://eprints-gro.gold.ac.uk/2295/1/Guide_for_GRO_editors_v2.pdf [accessed

Text items are individually tagged with:

       Their type (e.g. book, journal article)
       Their status and version (pre-print; post-print; publisher created file)
       Principal language (An abstract of 300 words in English outlining the nature of the
        research and its main methods and outcomes will be required for all foreign language

UCA preservation policy

Preservation Policy

         UCA Research Online follows current best practice regarding preservation
         UCA Research Online has a daily backup using the UCA server at Maidstone. Items
          may be removed at the request of the depositor or if a complaint is upheld
         Acceptable reasons for withdrawal include:

               1.   Journal publishers' rules
               2.   Proven copyright violation or plagiarism
               3.   Legal requirements and proven violations
               4.   National Security

         Withdrawn items are not deleted per se, but are removed from public view.
         Withdrawn items' identifiers/URLs are retained transiently.
         URLs will continue to point to 'tombstone' citations, to avoid broken links and to retain
          item histories, with:

               1. a link to a replacement version, where available
               2. a note explaining the reasons for withdrawal

          The metadata if withdrawn items will not be searchable.
         If necessary, an updated version may be deposited.
         The item's persistent URL will always link to the latest version.
         There will be links between earlier and later versions, with the most recent version
          clearly identified.
         In the event of UCA Research Online being closed down, every effort will be made to
          transfer the data to another appropriate archive within the University

    The description (data) about the item

       UCA notice and take down policy

Notice and Take Down Policy:

If you believe you have legitimate grounds to complain about any item in UCA Research
Online, please notify us by email on roffice@ucreative.ac.uk Legitimate grounds of
complaint include a belief that inclusion of the item infringes your copyright (e.g. because it
has been copied and included in UCA Research Online without your permission) or your
moral rights (e.g. your right to be identified as an author) or is defamatory or is otherwise

In the email please include the following information:

Email address:
Geographical address:
Telephone number:
Outline of complaint:
Title of the item/publication:
Item URL:


       1. UCA Research Online will acknowledge your email promptly, normally within 2
          working days of receipt.
       2. We will make an initial assessment of your complaint. Where we believe, at this initial
          stage, that you may have legitimate grounds of complaint, we will remove the item
          from the public access portion of UCA Research Online, pending further investigation.
          If we reject your complaint, we will notify you of this and of our reasons.
       3. If we have removed the item from public view, we will then investigate your complaint
          in full, which may include seeking professional legal advice where we believe this is
          necessary. We will also inform the original depositor of the item about the nature of
          your complaint, to give him/her an opportunity to rebut it.
       4. We will endeavour to complete our investigation within 10 working days.
       5. We will communicate our decision to you and to the original depositor of the item.
       6. If our investigation finds in your favour, we will remove the item from UCA Research
          Online. However, a metadata record indicating that the item was previously stored
          in UCA Research Online will remain visible in perpetuity.

    Description (data) of the item



      (A) The Licensee operates a digital repository for the preservation of certain research
          and other academic materials;

      (B) The Licensor wishes to deposit certain material in this digital repository, on the terms
          set out below.



1.1       In this Agreement:

          Agreement means this deposit agreement including the attached schedule (if any);

          Digital Representations means the digital reproductions/representations of the Work
          to be deposited in the IR;

          IR means the Licensee’s digital repository currently known as UCA Research Online;

          Licensor means the individual signing this Agreement who wishes the Digital
          Representations to be deposited in the IR;

          Licensee means the University for the Creative Arts, based in Canterbury, Epsom,
          Farnham, Maidstone and Rochester.

          Work means the work and materials set out in the schedule (including abstract, text,
          layout, images and related data) from which the Digital Representations have been,
          or are to be, created.


2.1       If the Licensor is not supplying the Digital Representations to the Licensee, the
          Licensor hereby permits (to the extent the Licensee needs such permission) the
          Licensee to create Digital Representations from the Work.

2.2       The Licensor hereby grants to the Licensee (to the extent the Licensee needs such a
          licence) a free, non-exclusive, worldwide licence to:

          2.2.1   transmit, broadcast, display and distribute the Digital Representations in
                  electronic format via any medium for academic non-commercial purposes;

          2.2.2   electronically reproduce, store, archive, process, translate and/or re-arrange
                  the Digital Representations to ensure their future preservation and
                  accessibility in a variety of formats and media.

2.2       The licence granted in paragraph 2.2 above shall last for the duration of any copyright
          in the Work and the Digital Representations, unless the Licensee is notified otherwise
          by the Licensor in writing at the time of deposit or unless the Licensor subsequently
          asks the Licensee in writing to remove the Digital Representations from the IR. In the
          event of any removal of the Digital Representations from the IR, a descriptive record
          indicating that the Digital Representations were previously stored in the IR will remain
          visible in perpetuity.


3.1    The Licensor warrants that:

       3.1.1   (where the Licensee is not the copyright owner of the Digital Representations
               and the Work) the Licensor is either the owner of the copyright and other
               intellectual property rights in the whole of the Digital Representations and the
               Work, or is duly authorised by the owner(s) or other holder(s) of these rights
               to grant the Licensee the licence set out in paragraph 2.1 above; and

       3.1.2   to the best of the Licensor’s knowledge and belief, the Digital
               Representations (and the Licensee’s use of them and of the Work in
               accordance with this Agreement) do not and shall not infringe the rights
               (including rights of privacy, confidentiality and intellectual property) of any
               third party anywhere in the world, and do not contain material of a defamatory
               or libellous nature.

3.2    Whilst the Licensee will take all reasonable care to preserve the Digital
       Representations, the Licensee shall not be liable in the event of any loss or damage
       to the Digital Representations (or copies of them), whilst they are stored in the IR or
       otherwise in the possession of, or under the control of, the Licensee. If the Licensor
       is making the Work available to the Licensee for the creation of the Digital
       Representations, the Licensee shall similarly not be liable in the event of any loss or
       damage to the Work whilst it is in the possession of, or under the control of, the

3.3    The Licensee retains the right to remove the Digital Representations from the IR for
       professional or administrative reasons, or if the Licensee believes that the Digital
       Representations (or any part of them) may infringe the intellectual property or other
       rights of any third party, or may be defamatory or libellous, or may not otherwise
       comply with any applicable legal, statutory or regulatory requirements.

3.4    The Licensee shall not be under any obligation to take legal action on the Licensor’s
       behalf or on behalf of other rights holders/owners in the event of any breach of
       intellectual property or other rights in the Digital Representations or the Work.

3.5    The Licensee shall use its reasonable endeavours to include an appropriate credit to
       the author(s) of the Work, where sufficient information to enable the Licensee easily
       to do so is provided by the Licensor to the Licensee at the time of deposit.


4.1    This Agreement shall be governed by and construed in accordance with English law
       and subject to the non-exclusive jurisdiction of the English courts.

The Licensor confirms that the Licensor has read and understood this Agreement, and agrees
to be bound by the above terms.

Signed _______________________________________ Date _________________

Please Print Name ________________________


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