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Policies and Guidelines
University of Hawaii at Manoa Library


Community and Collection

ScholarSpace at the UHM is a partnership between UHM communities, the UHM Library, and UHM administration. ScholarSpace content consists of collections produced by UHM communities, which are managed, preserved, and distributed by UHM Library through ScholarSpace. Some of the collections will be subject to institutional guidelines defined by UHM administration. As in all partnerships, it is important that all ScholarSpace stakeholders understand and agree to the policies, guidelines, and procedures required to build a ScholarSpace repository. The following policy statements have been developed over a period of time with input from various parties.

What is a ScholarSpace Community?

A ScholarSpace Community is an administrative unit at UHM that produces research, has a defined leader, has long-term stability, and can assume responsibility for setting Community policies. Each community must be able to assign a coordinator who can work with ScholarSpace staff. A list of research entities can be found here, which may serve as a guide to established communities. Individual faculty and researchers whose unit is not established in ScholarSpace can create a sub-community within the Faculty and Researcher Works community.

What responsibilities does a ScholarSpace Community take on?

A ScholarSpace community agrees to:

  • Arrange for submission and description of content
  • Notify ScholarSpace of organizational changes affecting submissions
  • Reply to annual reconfirmation of community information
  • Understand and observe Institute policies relevant to ScholarSpace, and educate community submitters regarding these policies
  • Clear copyright for items submitted when copyright owner is other than author(s) or UHM
  • Decide upon a submission workflow for each collection

What rights does a ScholarSpace Community retain?

A ScholarSpace community retains the right to:

  • Decide policy regarding content to be submitted (within ScholarSpace guidelines)
  • Decide who may submit content within the community
  • Limit access to content at the item level to UHM
  • Receive a copy of submitted content upon request
  • Remove items and collections (as outlined in "Withdrawal Policy")
  • Approve addition of or elimination of sub-communities
  • Customize interfaces to community content

What are UHM Library's responsibilities?

ScholarSpace agrees to:

  • Retain and maintain content submitted to ScholarSpace
  • Distribute content according to community decisions (to UHM minimally, unless prior approval is granted by ScholarSpace Policy Committee)
  • Preserve content using accepted preservation techniques
  • Provide access to ScholarSpace research
  • Notify communities of significant changes to content, e.g., format migration
  • If UHM Library ceased to support ScholarSpace, return collections to existing communities and transfer to UHM Archives collections of communities that have ceased to exist

What are UHM Library's rights?

ScholarSpace retains the right to:

  • Redistribute or amend metadata for items in ScholarSpace
  • Refuse or de-accession items or Collections under certain circumstances - as outlined in "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 ScholarSpace and Communities
  • Migrate items if format is in danger of obsolescence
  • Set quotas (size of files, number of items) to determine what constitutes free service and after which point to charge a fee
  • Charge fee for activities requiring extensive centralized support from ScholarSpace (e.g., large amount of de-accesssioning)

What are UHM's responsibilities?

UHM is expected to:

  • Set policy at the Institute level regarding issues that affect ScholarSpace, such as copyright rules, thesis requirements, etc.
  • Support functions mandated by existing policies

Withdrawing items from ScholarSpace

UHM Library foresees times when it may be necessary to remove items from the repository. It has been decided that under some circumstances items will be removed from view, but to avoid loss of the historical record, all such transactions will be traced in the form of a note in the <Description.provenance> field of the Dublin Core record. The content of the note should be one of the following:

  • "Removed from view at request of the author"
  • "Removed from view at UHM's discretion"
  • "Removed from view at UHM Library's discretion"
  • "Removed from view by legal order"

Because any ScholarSpace item that has existed at some time may have been cited, we will always supply a "tombstone" when someone requests a removed item. This information will include the original metadata (for verification) plus one of the above withdrawal statements in place of the link to the object. The metadata should be visible, but not searchable. These items will also be made unavailable for metadata harvesting.

Contact your Community's ScholarSpace administrator or write if you have questions about ScholarSpace policies.


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Appreciation is given to the University of Oregon and Massachusetts Institute of Technology for providing some of the information on these pages.

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