Institutional Repository Policies
Lauinger Library has created the following procedural document and policy statements pertaining to various aspects of managing the Institutional Repository within DigitalGeorgetown. Please contact firstname.lastname@example.org if have questions about these policies.
WHO can join?
Any Georgetown faculty, researcher, department, research unit, department, lab, center, or institute is eligible to join. Hereafter, any of these is referred to as the "unit" in this document.
In order to manage submissions efficiently, without increasing the workload on the individual faculty member or researcher, we recommend that units appoint administrative contacts (e.g. department secretary, or permanent research assistant) who will collaborate with the Library in depositing the material.
WHAT can be included?
The IR is intended primarily as a repository for previously-published work, and not as an independent publishing platform for new research articles. However, the IR does offer departments or units the ability to publish and disseminate their existing working paper series, Journals, or theses not covered by the ETD submission process.
Supported materials types
Authors / units may submit works for which they are the sole rights holders, or for which they have obtained permission to submit from all co-authors. The repository accepts a wide range of digital materials, including text, images, video, and audio files. Possible kinds of content include, but are not limited to the following:
- Journal articles
- Working papers
- Conference papers
- Theses and Dissertations
Personal works not published elsewhere and/or not published under the auspices of a Georgetown University unit, center, or department are not appropriate for the repository.
The Institutional Repository within DigitalGeorgetown supports various formats such as .pdf, .mp3, .mp4, .jpeg. We recommend that you submit your documents in one of the above mentioned access-level-formats or contact email@example.com to convert from your current format to the access-level format. Lauinger Library will work with the units on format conversion.
Storage Allocation and Costs
A community's initial storage quotas are based on the size of the DSpace Community as determined by the Lauinger Library. The unit for each project will be responsible for usage of allocated resources. Initial allocated quotas may not exceed 50GB over the life of the community. If large amounts of data need to be stored, Lauinger Library will work with the individual unit on a case-by-case basis to determine a cost-recovery price structure.
HOW can you participate?
In either case, the publisher policies will be reviewed by library staff, and the work will be posted as soon as the review is complete.
Departments, centers, units:
Units should contact firstname.lastname@example.org, and identify an administrative contact, who will be authorized to manage submissions. Training for administrators will be provided by library staff.
For publications at the department/unit level — such as working paper series — the unit is responsible for establishing editorial guidelines, and for ensuring compliance with existing policies.
The administrative contact in each unit acts as a conduit for information, and disseminates to the unit’s authors all relevant documents, or communications regarding the procedures and policies for the repository. This includes, but is not limited to, information on author copyright responsibilities.
WHAT are the conditions for submission?
The conditions for submission to the repository are laid out in detail in the DigitalGeorgetown License Agreement.
Works published in the repository will be available for free to the general public via the internet. End users of DigitalGeorgetown, including the general public, will have the right to download and use the work for personal and non-commercial purposes.
Authors must grant a non-exclusive License to the University in order to publish their work in the IR. Because the license is non-exclusive, authors retain ownership of copyright in the Work, and may continue to use and license the Work without further obligation to the University.
As an organ of Georgetown University, DigitalGeorgetown and its institutional repository comply with, and are subject to the University’s policies. The following policies are particularly relevant:
- Faculty handbook: Faculty Rights and Responsibilities
- Copyright in the information age
- Computer systems acceptable use policy
More information on copyright is available through the Library website.
Units must ensure that the University's use of the work in the repository will not breach any other person’s intellectual property, privacy or other legal rights. Likewise, if creation of the work was sponsored or supported by a party other than the University (e.g., a government agency or corporate sponsor), or is based upon work that was so sponsored or supported, authors must have complied with any prior-review or other obligations or requirements imposed by the sponsor agreement. As part of the submission process, authors will warrant that to the best of their knowledge, the Work does not contain anything which is false, defamatory, unlawful, misleading or deceptive, or otherwise violates any law.
WHAT about author’s rights?
No transfer of rights
The University does not seek to a transfer of rights from authors, nor does it intend to force a particular model of scholarly publication.
In submitting their work to DigitalGeorgetown, contributors will grant to the University, on an item-by-item basis, a non-exclusive, perpetual, worldwide license to distribute their materials freely. This license does not limit author rights in any way.
In order to submit works to DigitalGeorgetown, the author or creator must have the right to do so. The Library therefore strongly encourages researchers and authors to retain their rights, to negotiate with publishers, and to avail themselves of common tools, such as the Scholar’s Copyright Addendum Engine, to negotiate more rights to their own research.
When considering the copyright status of a work, there are two possible scenarios:
Author owns all rights
If you retain full copyright to the work in question, you should be able to submit it to DigitalGeorgetown. Your work will receive increased visibility while raising the profile of Georgetown University. Please contact email@example.com to get help with submitting your work.
If you share the copyright with other authors, please check with them to make sure that they approve of the work being archived and made available through DigitalGeorgetown.
Publisher owns some, or all rights
This situation occurs when authors sign an agreement with a publisher. Typically, such agreements will transfer some or all rights to the publisher. Publisher copyright policies will need to be checked to determine if, and what in what form a work may be submitted to an institutional repository. We recommend using the SHERPA list.
While the listing of publishers is growing, it does not cover all publishers. For this reason, it may be necessary to research the publisher's policies. These are usually found on the publisher's website, but it may be necessary to contact them. A number of publishers allow the post-print (defined as the post-peer reviewed version of the article that is accepted by the publisher for final publication) to be submitted to an institutional repository, but not the publisher’s PDF version.