University of Hawaii at Manoa Library

Community & Collection Policies

ScholarSpace is a partnership between ScholarSpace Communities, the University of Hawaii at Manoa (UHM) Library, and UHM administration. ScholarSpace content consists of Collections produced by ScholarSpace 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. This list of research entities may serve as a guide for possible Communities.

Individual faculty and researchers whose unit is not established in ScholarSpace can create a personal sub-community within the Faculty and Researcher Works Community.

What are a Community's Responsibilities?

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 UHM policies relevant to ScholarSpace, and educate Community submitters regarding these policies
  • Clear copyright for items submitted when the copyright owner is other than the author(s) or UHM
  • Decide upon a submission workflow for each Collection

What are a Community's Rights?

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 (see the Withdrawal Policy)
  • Approve the addition or elimination fo 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 ceases to support ScholarSpace, return Collections to existing Communities and transfer to UHM Archives all 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 (see 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 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 agrees 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

Withdrawal Policy

UHM Library may remove material from ScholarSpace at its discretion in the following ways:
(1) The content is removed, but the associated metadata will remain visible and searchable. A note will appear in the metadata stating the content was removed.
(2) The content and the associated metadata are removed. A note will appear in ScholarSpace stating the material was withdrawn.

Return to all policies and guidelines.

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

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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