All items in JScholarship will have a version of the complete content for free to the JScholarship community, with strong encouragement for free to all, with the following exceptions:
- When contract with sponsor prohibits disclosure for a fixed time limit (embargo)
- When blocked on a time-limited basis (up to a maximum of one year) with the understanding that access thereafter becomes unlimited
- When limited by copyright, trademark, or other such laws or regulations
- The work must be produced, submitted, or sponsored by Johns Hopkins faculty or staff. Student publications that have editorial review by JH faculty or staff advisors may also be included.
- The work must be education or research oriented.
- The work should be complete and ready for distribution.
- The author/owner must be willing and able to grant Johns Hopkins the right to preserve and distribute the work via JScholarship.
- If the work is part of a series, other works in the series should also be contributed so that JScholarship can offer as full a set as possible.
- Intellectual output of the university including content from collaborative projects with other institutions (such as research papers, conference proceedings, faculty sponsored student design projects or undergraduate honors theses)
- Unique, unusual, or particularly important library, research, or teaching collections
- Publications and public records of Johns Hopkins
JScholarship at Johns Hopkins is a partnership between Johns Hopkins scholars and the Johns Hopkins Libraries. JScholarship content consists primarily of collections produced by Johns Hopkins researchers, which are managed, preserved, and distributed by JH Libraries through JScholarship. As in all partnerships, it is important that all stakeholders understand and agree to the policies, guidelines, and procedures required to build a repository.
JScholarship content is organized around communities and collections. Communities are flexible. They can correspond to administrative entities such as schools, departments, labs and research centers or other groups determined by the community members. Each community can develop subcommunities as appropriate. Within each community and subcommunity are collections, which hold the actual digital content. Collections may contain an unlimited number of items. This organization gives JScholarship the flexibility to accommodate differing needs of communities by allowing them to
Each community has its own entry page displaying information, news, and links reflecting the interests of that community, as well as a descriptive list of collections within the community.
- Arrange for submission and description of content
- Encourage authors of suitable work to submit their work to JScholarship
- Explain to authors how to submit content to JScholarship
- Ensure the appropriate file formats are used for deposit
- Provide support as needed
- Decide upon community and collection definitions
- Notify JScholarship of changes affecting submissions
- Reply to annual reconfirmation of community information
- Understand and observe policies relevant to JScholarship
- Educate community and any of their sub-communities regarding policies
- Assure copyright or other guidelines are upheld
- Develop appropriate submission workflow
- Decide community level policy including who may submit content and how content is regulated
- Receive a copy of submitted content upon request
- Remove items and collections as outlined in "Withdrawal Policy"
- Approve addition or elimination of sub-communities
- Preserve content
- Maintain access
- Implement community decisions on access regulations
- Notify communities of significant changes such as format migration
- Return collections to existing communities if Johns Hopkins Libraries cease to support JScholarship
- Transfer collections to Johns Hopkins Archives in the event the community ceases to exist
- Migrate items if format is in danger of obsolescence
- Amend metadata for items in JScholarship
- Refuse or de-accession items or collections under certain circumstances -- as outlined in the "Withdrawal Policy"
- Renegotiate terms of original agreement with communities
- Perform appraisal for long-term archiving when communities cease to exist or within thirty years of the creation of a collection
- Move collections to reflect current understanding between JScholarship and communities
- Set quotas (size of files, number of items, etc.)
- Consider cost recovery methods if activities requiring extensive centralized support from JScholarship (e.g., large amount of de-accesssioning)
- Set policy at the institutional level regarding issues such as copyright rules, thesis requirements, etc.
- Support functions mandated by existing policies
The Johns Hopkins Libraries foresee times when it may be necessary to remove items from JScholarship. Because such an item may have been cited, we will always supply a "tombstone record.” This record will include the original metadata and one of the withdrawal statements below in place of the link to the object. The metadata will be visible, but not searchable. These items will also be made unavailable for metadata harvesting.
- "Removed from view at request of the author"
- "Removed from view at Johns Hopkins’ discretion"
- "Removed from view at Johns Hopkins Libraries' discretion"
- "Removed from view by legal order"
To set up a JScholarship community follow these basic steps:
Interested communities should contact their liaison librarian or the JScholarship admistrator on their campus.
In consultation with the Libraries the community will develop a basic structure for the community and collection(s), including:
· Name of community liaison:
- A community liaison or administrator is responsible for communicating the decisions about setting up a community, and any changes made thereafter, to JScholarship personnel. He or she will also be the point of contact for JScholarship to inform the community about changes to the service. Finally, the community liaison determines who will submit and approve content for each collection.
· Names of submitters:
- Submitting content to JScholarship is an easy process that takes about 5-15 minutes per submission. Scholars can be authorized to submit their own materials into the appropriate collection or a community may designate one or more individuals to submit for the entire community.
· Names of reviewers:
- If a community decides to have multiple submitters, it is usually a good idea to have a central person or two to review the submissions for accuracy and relevance to the collection. The community decides who the reviewers are and how closely they should check submissions. The reviewer can correct minor errors in the descriptive metadata (information like title, author, and keywords) or send it back to the submitter for correction.
· Community page:
- Name of community
- A community could be a department, research center, institute, etc. Examples include:
- Dept. of Computer Science
- Center for Summer Learning
- Description (optional)
- Logo (optional)
· Sub-communitypages (optional):
- Names of sub-communities
- Some communities may decide that it is useful to subdivide the community into subcommunities. These are usually arranged around subjects. Possible examples include:
- Community: Dept. of German and Romance Languages
- Subcommunities: French, Spanish, Italian, German, Comparative Literature
- Logo(s) for sub-communities (optional)
- Descriptions of sub-communities (optional)
· Collection pages:
- Name(s) of collections within each communityor sub-community
- Collections are often built around subject or type of material. Different communites may take different approaches to creating collections. Examples include:
- Published Papers
- Technical Reports
- Teaching Materials
- Data Sets
- Logo(s) for collection(s) (optional)
- Descriptions of collections(s) (optional)
- Brief descriptions (one line) of collections to appear on community or sub-community page (optional)
· For each collection:
- Names and email addresses of community members as well as any roles they may have in the workflow.
In the current version of JScholarship the Creative Commons license is not available. However, on the next upgrade of the system it will be. Coming soon JScholarship will offer the Creative Commons license so authors can specify that they can allow others to use the material in educational or non-commercial research.
For more information about Creative Commons and the licenses available go to http://creativecommons.org/
For questions contact your departmental liaison librarian or the JScholarship administrator on your campus.
Updated January 2008
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