KU ScholarWorks

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General Guidelines


Rights & Responsibilities: Community and KU ScholarWorks

What rights does a KU ScholarWorks Community retain?

  1. Establish policy regarding content to be submitted, within the KU ScholarWorks guidelines;
  2. Decide who may submit content within the Community;
  3. Determine access to content at the item level either to KU ScholarWorks registered users, or unrestricted;
  4. Receive a copy of submitted material on request;
  5. Remove items and collections in accordance with the "Withdrawal Policy";
  6. Approve addition of or elimination of sub-communities.

What is the Role of KU Information Services (KU ScholarWorks)?

  1. Seek out and set up new KU ScholarWorks communities;
  2. Determine if newly proposed user communities satisfy the criteria given above and authorize those that do;
  3. Maintain the system;
  4. Adjudicate internal and external conflicts concerning archived material and identity of community leaders when required;
  5. Assure the continuation of key communities, especially by verifying the existence of a community leader;
  6. Maintain general oversight to ensure that the materials that communities archive are at least minimally in compliance with the collection criteria;
  7. Provide resources and technologies necessary to migrate and update the files stored in the repository and assure the preservation of the files for unlimited time, based on the list of file formats that are supported. This list will be updated as the technology changes or evolves.

Content Guidelines for KU ScholarWorks

  1. The work must be education or research oriented.
  2. The work must be in digital form.
  3. The work should be complete and ready for distribution.
  4. The author/owner must have the legal right to grant KU the right to preserve and distribute the work via KU ScholarWorks.

Procedures for Submission and Review

Communities will determine procedures for submission and review of submitted content. Communities will decide whether to establish a review process and will complete the kuscholarworks-authorization.xls spreadsheet to identify roles.


Contributor Guidelines for KU ScholarWorks

The work must be produced, submitted, or sponsored by KU faculty or staff. Student submissions may be accommodated at a community's discretion, but must have faculty sponsorship.


Withdrawal of Items Contributed by Members of the Community

  1. Items may be withdrawn from a KU ScholarWorks collection at the request of the author [alternatively with permission of the community administrator]. Requests should be directed to kuscholarworks@kku.edu along with contact information so that the request can be verified.
  2. When items are withdrawn from public access they are not deleted from the KU ScholarWorks system. However, once an item is withdrawn at the author's request it will be returned to public access only with the author's written permission [alternatively with permission of the community administrator].
  3. Authors are urged to retain superseded works in KU ScholarWorks as an historic record. Later versions can be added alongside earlier works. In general, new versions should be substantially changed before they replace or complement an existing item.
  4. When an item is withdrawn from view it should be traced in the form of a note in the <description.provenance> field of the item's record. The content of the note will be one of the following, with a date of the transaction:
    1. Removed from view at request of the author
    2. Removed from view at the direction of the Provost
    3. Removed from view by legal order
  5. Metadata records for withdrawn items will not be searchable within the KU ScholarWorks system, and will not be made available for harvesting. Metadata records for withdrawn items will be accessible only through direct citation.

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