JMU Scholarly Commons Collection Development Policy & Repository Guidelines

October 2014; Revised March 2016

Table of Contents

Collection Development Policy

Repository Guidelines

Appendices

Appendix I: Standard Submission Agreement – JMU Scholarly Commons.

Appendix II: JMU Scholarly Commons Take-Down Policy

References


Collection Development Policy

Scope of Collections

JMU Scholarly Commons was established as the institutional repository and open access publishing platform of James Madison University (JMU) in 2013, utilizing the Digital Commons platform. The broad capabilities of JMU Scholarly Commons include: the dissemination of JMU student, staff, and faculty research including presentations, papers, posters, and multimedia works; the dissemination of electronic theses, dissertations, and honors projects produced by JMU students; the publication of JMU-based journals including peer-reviewed publications; conference proceedings for JMU-sponsored events; dissemination of select digitized and born-digital materials from JMU Special Collections, including select publications; and other materials related to James Madison University.

Collecting efforts for JMU Scholarly Commons include the following:  

  • Theses, dissertations, and senior projects/papers
  • Journals and conferences hosted in JMU Scholarly Commons
  • Published scholarship produced by JMU faculty, students, and staff.
  • Academic presentations and posters created by students, faculty or staff
  • Creative works and performances
  • Content from JMU Libraries Special Collections for which JMU Scholarly Commons is the most appropriate repository based on factors including content type and available repository functionality.
  • Data sets for which there is not an existing subject-appropriate repository
  • University records as deemed appropriate by the JMU Scholarly Commons administrators in collaboration with JMU Special Collections. Possible examples include:
    • Departmental publications
    • Annual reports
    • Committee/council meetings minutes
  • Metadata records for research/scholarship that link to an openly accessible, full‐text version hosted on another site.
  • Metadata records for research/scholarship where the intention is to supply the full‐text once the publishing embargo has been lifted.

This list is not meant to be comprehensive. Other forms of scholarship will be considered for inclusion. Please contact JMU Scholarly Commons administrators at dc_admin@jmu.edu if you have any questions or concerns.

Collection Priorities and Intellectual Freedom

As with the general Collection Development Policy, the JMU Scholarly Commons reflects and supports the mission of the Libraries and the goals and mission of JMU.  JMU Scholarly Commons supports the free, worldwide distribution of scholarship originating at, or connected to James Madison University as well as providing free worldwide access to select primary source materials from JMU Libraries.

Selection Responsibility

Materials may be acquired through direct deposit by the creator (or their agent), or by JMU Libraries. Approval for placement in JMU Scholarly Commons lies with the Digital Collections Librarian, often in consultation with the Director of Collections, the Special Collections Librarian, and liaison librarians on behalf of departmental faculty. These relationships figure prominently in the selection process, as expertise in a particular subject area, genre, or format is essential for building relevant collections.

 

Collecting Guidelines

JMU Scholarly Commons acquires and provides access to a variety of published and unpublished materials, locally-created publications, unpublished manuscript and archival collections. Acquisitions will be evaluated by the same criteria as for other library materials; however, additional selection criteria specifically applicable to JMU Scholarly Commons will be considered, including but not limited to:
  • Quality of material
  • Circumstances of creation
  • Format appropriateness
  • Copyright and fair use

Collection Management

The Digital Collections Librarian and support staff, in consultation with the Director of Collections, Special Collections Librarian, liaison librarians, and JMU Libraries technical support staff, will conduct ongoing assessments of the content of JMU Scholarly Commons to ensure adequate and appropriate resources to support the mission of JMU Scholarly Commons, the Libraries, and the University.

Duplication

Submission of duplicate content by authors, their agents, or JMU Libraries staff is actively discouraged. Duplicate items will be merged within JMU Scholarly Commons to maintain user statistics and continuity. Authors will be alerted to actions taken on identified duplicates by the Digital Collections Librarian or the administrator of JMU Scholarly Commons.

Replacement

In general, items within JMU Scholarly Commons do not require replacement as all content resides within JMU Scholarly Commons. Most cases of replacement will occur in conjunction with preservation activities and efforts to restore corrupt content.

Weeding [re-appraisal]

JMU Scholarly Commons does not typically weed collections. Should the Digital Collections Librarian determine the necessity of re-appraising the collections within JMU Scholarly Commons or portions thereof, the current criteria for weeding collections as documented within the general Collection Development Policy will apply as appropriate and in consultation with the Director of Collections.

 

Preservation

Materials within JMU Scholarly Commons receive different levels of preservation based on the type of content:

  • Electronic Theses and Dissertations, including Honors papers: Copies of the final original document submitted through JMU Scholarly Commons is downloaded for permanent, on-site retention by JMU Libraries and adhere to established digital preservation guidelines and practices.
  • Digitized and Born-Digital Content from JMU Libraries collections: Digital files for these materials are retained on-site for permanent retention by JMU Libraries and adhere to established digital preservation guidelines and practices.
  • User-submitted content, including faculty and student scholarship, publications, conference proceedings: Preservation of these materials rests with the contracted vendor for the JMU Scholarly Commons platform in accordance with established agreements. JMU ensures the vendor adheres to industry-standard practices to ensure long-term access to these materials.

 

Repository Guidelines

Introduction

JMU Scholarly Commons is an open access collection of scholarly, research, and creative works produce by faculty, students, and staff of the James Madison University (JMU) community. JMU Scholarly Commons is administered by JMU Libraries.

 

Mission

In close alignment with the mission of James Madison University and JMU Libraries, JMU Scholarly Commons collects and provides worldwide access to the diverse scholarship, research, and creative output of James Madison University and its affiliates. JMU Scholarly Commons provides sustained long-term access to scholarly content and other resources including the publishing of publications, presentations, open access publications, and conference proceedings.

 

Administrative Responsibilities

JMU Libraries is responsible for administering JMU Scholarly Commons. This includes, but is not limited to: implementation, policies and guidelines, strategies, training, and ongoing assessment.

  • JMU Scholarly Commons Administrators are responsible for: determining and maintaining the structure and organization of JMU Scholarly Commons; establishing collection and use guidelines for JMU Scholarly Commons; coordinating with librarians, faculty, and staff on subject-specific projects; approving and coordinating the creation of new projects; recruiting materials for inclusion into JMU Scholarly Commons; educating and training users on basic use of the system; and evaluating projects for suitability within JMU Scholarly Commons, recommending an alternative platform as appropriate.
  • Library Faculty and Staff are responsible for communicating the purpose of JMU Scholarly Commons to the JMU community, recruiting materials for inclusion into JMU Scholarly Commons, and referring projects to the JMU Scholarly Commons administrators as required.

Current members of the JMU Community may submit materials for inclusion into JMU Scholarly Commons and/or work with the JMU Scholarly Commons administrators to coordinate the creation of new projects as required.

Department, Program, Institute, Event, and Journal representatives are responsible for ensuring that submissions meet the JMU Scholarly Commons guidelines for inclusion, approving and adding content to their specific collections, and coordinating with the JMU Scholarly Commons administrators on the creation of new projects.

Individuals or groups interested in contributing content to JMU Scholarly Commons may contact their library liaisons or the Digital Collections unit within the JMU Libraries.

Content Organization

Content within JMU Scholarly Commons is structured in a hierarchical community. For academic units, the hierarchy is based on the department/school/college structure.

 

Content Guidelines

The following are guidelines related to content appropriate for JMU Scholarly Commons. JMU Scholarly Commons Administrators reserve the right to accept or reject any content, in part or in whole, submitted to JMU Scholarly Commons, and to remove any content found to be in violation of the Submission Agreement.

Content may be submitted to JMU Scholarly Commons by:

  • Current and retired faculty at James Madison University
  • Current students at James Madison University
  • Current staff at James Madison University
  • Contributors to publications and conferences hosted by JMU Scholarly Commons regardless of institutional affiliation

Collection Development Priorities

JMU Scholarly Commons administrators have established the following collection priorities. This list is not meant to be comprehensive. Other forms of scholarship will be considered for inclusion. Please contact JMU Scholarly Commons administrators at dc_admin@jmu.edu if you have any questions or concerns.
  • Theses, dissertations, and senior projects/papers
  • Journals and conferences hosted in JMU Scholarly Commons
  • Published scholarship produced by JMU faculty, students, and staff.
  • Academic presentations and posters created by students, faculty or staff
  • Creative works and performances
  • Content from JMU Libraries Special Collections for which JMU Scholarly Commons is the most appropriate repository based on factors including content type and available repository functionality.
  • Data sets for which there is not an existing subject-appropriate repository
  • University records as deemed appropriate by the JMU Scholarly Commons administrators in collaboration with JMU Special Collections. Possible examples include:
    • Departmental publications
    • Annual reports
    • Committee/council meetings minutes
  • Metadata records for research/scholarship that link to an openly accessible, full‐text version hosted on another site.
  • Metadata records for research/scholarship where the intention is to supply the full‐text once the publishing embargo has been lifted.

File Formats

JMU Scholarly Commons will accept most common file formats including Microsoft Office files, image files, moving image files, and plain text. Submissions in some text-based formats may be automatically converted to an Adobe PDF document within JMU Scholarly Commons based on system settings. The Administrators retain the right to accept, reject, convert and optimize file format and size for download and distribution.

Submission Agreement and Copyright

Submission Agreement

Prior to submitting content to JMU Scholarly Commons, a contributor will be required to accept a Submission Agreement. The Agreement states that the Contributor of the Work must either own the rights to the Work or must have written permission from the rights holder to submit it to JMU Scholarly Commons.

If a Contributor accepts the Submission Agreement, they are granting JMU Scholarly Commons, on behalf of JMU University, a non‐exclusive, royalty‐free License to distribute the Work. All other intellectual property rights remain unchanged. If a Contributor owns the rights to the Work, s/he will continue to maintain those rights and the responsibility for enforcing them. Contributors retain the right to revoke the non‐exclusive license by contacting dc_admin@jmu.edu.

The standard submission agreement is available in Appendix I: Standard Submission Agreement – JMU Scholarly Commons.

Co‐Authors

If the Work was written by two or more authors, each joint author has the ability to grant a nonexclusive license (by accepting the Submission Agreement) without the permission of other joint author(s). The JMU Scholarly Commons policy is as follows:

  • Any co‐author can give permission for deposit.
  • Any co‐author can object and request take‐down, which will be honored.
  • In cases of disagreement, the full‐text will be suppressed will be removed until the coauthors can reach an agreement about its status.

To prevent potential disagreements between co‐authors, it is recommended that you talk to your co‐author(s) prior to submitting to JMU Scholarly Commons.

Pre‐publication and Publishing Embargoes

In some cases, a publisher or author may request an embargo on distributing a full work through JMU Scholarly Commons. The author may submit a metadata record to JMU Scholarly Commons that includes an expected date of JMU Scholarly Commons publication in the Comments field and a link to the publisher version of the full work. Once the embargo period has passed, the author should submit the electronic version of the work along with any additional updates to the metadata record to the JMU Scholarly Commons administrators at dc_admin@jmu.edu.

Creative Commons Licenses

A Contributor who is also the Rights Holder, may choose to make their Work available online under a Creative Commons License. During submission, contributors will have the option of selecting the Creative Commons license that they would like applied to that Work. Selecting a Creative Commons License is optional. Read more about Creative Commons here: http://creativecommons.org/licenses/.

Revising and Removing Content

Revising Content

Authors may revise their submissions through their JMU Scholarly Commons accounts prior to those submissions being posted online by administrators. Authors can request revisions to their content after the work has been posted to JMU Scholarly Commons by contacting either the administrators of the collection(s) to which their work was submitted or by contacting the JMU Scholarly Commons administrators at dc_admin@jmu.edu. Please include the reason for revision in this contact.

Removing Content

The full text of a Work may be removed from JMU Scholarly Commons by following the procedure outlined in the JMU Scholarly Commons Take-Down Policy. The Take-Down Policy is available at: http://commons.lib.jmu.edu/about.html#policies-01 and is also available in Appendix II: JMU Scholarly Commons Take-Down Policy.

Rights and Terms of Use for Users of JMU Scholarly Commons

  • All users must respect the intellectual property rights of the copyright owner.
  • For previously published works (journal articles, book chapters, etc.) for which the publisher retains copyright, permission has been granted (where necessary) to post this material in JMU Scholarly Commons. For any use which exceeds personal use or fair use under U.S. copyright law, permission may be required by the copyright owner of the material.
  • For previously unpublished scholarly or creative works, the right to download or print any portion of this material is granted by the copyright owner only for personal or educational use. The author/creator retains all proprietary rights, including copyright ownership. Any editing, other reproduction or other use of this material by any means requires the express written permission of the copyright owner.
  • Material may not be copied, distributed, displayed, altered, or used for commercial purposes, unless specified by a Creative Commons License.
  • Except as provided above, or for any other use that is allowed by fair use (Title 17, §107 U.S.C.), you may not reproduce, republish, post, transmit or distribute any material from this web site in any physical or digital form without the permission of the copyright owner (not necessarily the author) of the material.

Appendices

Appendix I: Standard Submission Agreement – JMU Scholarly Commons.

James Madison University Libraries

NON-EXCLUSIVE DISTRIBUTION LICENSE FOR JMU SCHOLARLY COMMONS

By signing and submitting this license, you (the “author” or “copyright owner”) grant to James Madison University Libraries (JMU Libraries) at James Madison University (JMU) the non-exclusive right to reproduce, and distribute your submission (including the abstract) to the public as well as the right to migrate or convert your submission, without alteration of content, to any medium or format for the purpose of preservation or continued distribution.

JMU acknowledges that this is a non-exclusive license; any copyrights in the submission remain with the author or other copyright holder/s and subsequent uses of the submitted material by that person(s) are not restricted by this license.

The author agrees that James Madison University may keep more than one copy of this submission for purposes of security, back-up, and preservation.

The author represents that the submission covered by this license is his/her original work and that he/she has the right to grant this license to JMU Libraries at JMU. The author further represents that the submission does not, to the best of his/her knowledge, infringe upon any third-party’s copyright. If the submission contains material for which the author does not hold copyright the author represents that he/she has obtained unrestricted permission by authorization of the copyright holders, or by operation of the law, 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 author agrees to indemnify and hold harmless JMU and its employees or agents for any uses of the material authorized by this license.

If the submission is based upon work that has been sponsored or supported by any agency or organization other than James Madison University, the author represents that he/she has fulfilled any right of review or other obligation required by contract or agreement with the supporting entity.

JMU Libraries will make the submission available to the public using a Creative Commons Attribution / Non-commercial / No derivative works license accompanied by a copyright statement indicating the author’s continuing rights. James Madison University Libraries will take all reasonable steps to ensure that the author’s name remains clearly associated with the submission and that no alterations of the content are made.

Appendix II: JMU Scholarly Commons Take-Down Policy

JMU Scholarly Commons (“the repository”) is a valuable resource for digitized and born-digital resources within the James Madison University community. The individual items within the repository are provided for educational and research purposes. We have diligently researched the contents of the items within the repository to identify items that may be subject to copyright and trademark laws, as well as those items containing privacy-protected information. Due to the nature of the materials within the repository, we are not always able to identify items containing these types of information. We are eager to hear from individuals and rights-holders who have concerns regarding items containing these types of information.

Upon receipt of a complaint, we will remove the item in question from public view while we review the complaint in accordance with Libraries & Educational Technologies and James Madison University established policies and procedures. An acknowledgement of a request for removal will be sent to the individual making the request. At the conclusion of the review into the request, and a notification of the online status of the item in question will be sent to the address or email on file.

Requests for removal must be in written form and sent via email or postal mail to:

JMU Digital Collections
Carrier Library
James Madison University
800 S. Main Street, MSC 1704
Harrisonburg, Virginia 22807
lib-digitalcollections@jmu.edu

lib-digitalcollections@jmu.edu

Created 2014, Revised January 2015.

References

Georgia Southern University. Collection Development Policy for Digital Commons. [undated]. http://digitalcommons.georgiasouthern.edu/collection_development.html.

James Madison University Libraries. Collection Development Policy. Revision, August 2008. https://www.lib.jmu.edu/faculty/cdpolicy.aspx.

James Madison University Libraries. Special Collections - Collection Development Policy. Revised April 2009. https://www.lib.jmu.edu/faculty/specialcdpolicy.aspx.

University of Chicago Library. Collection Development Policy for Digital Collections. 2010. https://www.lib.uchicago.edu/e/digital/DigitalCollectionsDevelopmentPolicy.pdf.

University of North Texas University Libraries. Collection Development Policy for Open Access and Born-Digital Resources. 2013. http://www.library.unt.edu/policies/collection-development/oa-collection-development-policy. 

Wright, Andrea and Christy Allen. Furman University Scholar Exchange (FUSE) Institutional Repository Guidelines. 2014. http://scholarexchange.furman.edu/lib-records/1.

Source(s) of Authority: Director, Scholarly Resources & Discovery/Head, Digital Collections