User-Contributed Content in LET Systems

Date Effective: June 26, 2017

Policy Contact: Director of Technology
Reviewed and approved by Susan Wheeler, University Counsel


LET provides several systems where the JMU community can upload and describe digital objects. To ensure the effective and efficient use of JMU resources, LET has policies and guidelines related to systems containing user-contributed content. As of June 13, 2017, this policy applies to LET's video repository, image repository, digital exhibit, and web publishing services (e.g., JMUTube, NJVID, MDID, WordPress, and Omeka), referred to as "the Systems."

Exceptions to these policies and guidelines may be discussed by contacting

These policies and guidelines may be revised at any time in order to respond to legal or technological changes, business needs of JMU, and/or to improve services to user communities. Every effort will be made to update users of the systems.

Purpose Statements


JMUtube is an online platform for the faculty and staff of JMU to store and deliver video and presentations. JMUTube is headed for retirement.


MDID is an image repository used at JMU to discover and present images in a wide variety of learning spaces.


NJVID is an online platform for the faculty and staff of JMU to deliver video for instructional purposes.


LET's WordPress installation is a web publishing platform for materials that support teaching, learning, and scholarship.


LET's Omeka installation provides virtual space for the curation of digital object collections and exhibits related to the mission of JMU that have the potential for lasting value to scholarly communities.



"System Administrators" refers to LET staff with primary responsibility for the system(s), as specified in LET Technology's internal documentation.

"Site Owner" refers to a member of the JMU community who is responsible for a collection of digital objects on an LET system, any associated web sites on an LET systems, or both.

Acceptable Content

Users of the systems acknowledge awareness of and compliance with JMU Policy 1107 (Intellectual Property). This policy is subordinate to Policy 1107.

Each content contributor represents that uploaded content does not, to the best of his/her knowledge, infringe upon any third-party's copyright. If the content contains material for which the contributor does not hold copyright, the contributor represents that he/she has obtained permission of the copyright holder(s) or their agent(s) to upload the material; or the copyright has expired by operation of law; or the material is open source material; or the content contributor has secured a determination that the proposed use of the copyrighted material to be uploaded represents fair use of the copyrighted work, and that such third-party material is clearly identified and acknowledged within the text or content of the submission. In the event of a subsequent dispute over the copyrights to material contained in this submission, the content contributor agrees to indemnify and hold harmless JMU and its employees or agents for any uses of the material uploaded by the content contributor.

If copyright is not otherwise held by a third party, material uploaded by the content contributor shall be licensed under a Creative Commons Attribution 4.0 License.

By uploading any content, the content contributor grants to James Madison University Libraries & Educational Technologies (LET) at James Madison University (JMU) the non-exclusive right to reproduce and distribute content to appropriate user group(s) as assigned using system functions, as well as the right to migrate or convert the submission, without alteration of content, to any medium or format for the purpose of preservation or continued distribution. The content contributor agrees that James Madison University may keep more than one copy of the content for purposes of security, back-up, and preservation.

In the event a request to take down material is received, either by the site owner or the system administrator, the site owner and system administrator will inform the other party of the receipt of the request. The site owner is responsible for responding to the request as well as resolving the request, if possible. Final determination of the outcome of the request will be completed within 60 days of receipt of the request, and the site owner and system administrator will be included on all correspondence with the requestor.

Storage and Retention

The amount of storage space allocated to individual JMU users may be subject to restrictions based on available capacity and system performance.

System administrators will review content within the Systems annually for level of contributor account activity and storage space concerns.

Systems vary greatly in the ways content can be downloaded and exported. LET makes no guarantees about the format(s) or methods available to return content to users other than the explicit functionalities of each system. Users are advised to save source files and local copies of materials for which they hold copyright or copyright permission.

Group Accounts

Historically system limitations have prompted LET system administrators to create shared accounts where multiple individuals share a username and password for the purpose of providing a group of users with a common set of access parameters (e.g. access to a certain grouping of digital objects). Although LET is willing to consider such requests on a case-by-case basis, such an approach entails security and account maintenance concerns. Therefore, LET will seek systems and strategies that support the use of eID and password as the sole method of system access. Please contact if you identify a purpose for a group account that is not supported by the use of eID and password.


Content contributors will:

JMU Libraries and Educational Technologies will:

Requests for removal of content by the system administrators must be in written form and sent via email or postal mail to:

LET Technology
Carrier Library
James Madison University
800 S. Main Street, MSC 1704
Harrisonburg, Virginia 22807

Requests will be reviewed according to this policy and related legal requirements, and if changes or removal are indicated, content owners will be notified of the request and LET's intentions related to the content. Especially in situations of legal violations, system administrators may remove content before receiving a reply from content owners. Removal is at the discretion of JMU.

Duties related to group (departmental) accounts (MDID and JMUTube Only)

LET will be striving to curtail the use of group accounts by finding other ways of supporting common access needs. As long as systems have accounts where a username/password is shared among multiple people), these provisions apply:

Appendix: Required Metadata Fields for User-Contributed Content Systems

Under Development

Appendix: Project Charters (WordPress and Omeka Only)

JMU users wishing to use LET's Omeka or WordPress services will complete a project charter identifying:

System Administrators will review the project charter and the content within the Systems annually with the site owner / contact person. If the site owner / contact person cannot be reached, other involved persons will be contacted. LET will attempt to identify other stakeholders to assume the role of contact person. If no contact person is willing to take ownership of the project, the project may be removed at the discretion of the administrators.