Scholar’s Archive@J&W

Guidelines for Participation

Mission

The institutional repository known as the Scholar’s Archive@J&W exists for the purpose of preserving, indexing and publicizing in digital formats original works of art, scholarship or administration produced by faculty, students, staff, administrators or associates of-- or items in digital format with unique significance to and owned by--Johnson & Wales University,.

Administrative Role of the Library

Administrative oversight of the Scholar’s Archive@J&W is maintained by Johnson & Wales University Library in Providence, RI. Library administrators and staff serve as liaisons between Archive content contributors and the repository platform provider, as well as any other individuals or organizations which the Library deems relevant to Archive operations, including library consortia, publishers, technology vendors, etc. Quality control over Archive content will be shared by contributing departments in consultation with Johnson & Wales University Library administrators. (See Content Guidelines section.)

Fees

Platform maintenance and other related fees for the Scholar’s Archive@J&W will be underwritten by the Johnson & Wales University Library operating budget or through external funding sources pursued by Library administrators. Additional expenses required for the inclusion of specific content will be covered by the contributing department. In the event that the Library is unable to financially support basic maintenance costs, every effort will be made to return contents to contributors and/or transfer contents to alternative platforms.

Who Can Participate

The Scholar’s Archive@J&W is organized by “communities” which consist of academic or other departments of Johnson & Wales University. In order to qualify as a contributing community, the department must demonstrate the capacity to establish and administer its own as well as the Library’s policies relating to content added to the Archive. Prior to becoming an Archive community, any interested department must appoint a coordinator to work with the Johnson & Wales University Library in sponsoring the Archive. Contributions from departments unable to meet this standard will be considered on a case-by-case basis.

Departments qualified to become contributing communities must work with the Johnson & Wales University Library to determine:

  • Who may contribute from within the department
  • Types of items appropriate for inclusion in the Archive
  • Content format
  • Viewing privileges and/or restrictions

Individual Contributors

Individuals will not be allowed to contribute content unless they are affiliated with a registered community of the Scholar’s Archive@J&W. It is the responsibility of each community to determine who may contribute content. If the relationship between Johnson & Wales and an individual contributor should cease, the contributor’s content will remain in the repository unless a withdrawal request is submitted in writing.

Content Guidelines

Contributing communities must observe the following guidelines in determining appropriate content:

  • The work was produced or sponsored by Johnson & Wales University faculty, students, staff, administrators or affiliates.
  • The work must be of a quality and value deemed worthy of permanent preservation, display and representation of the mission of Johnson & Wales.
  • The work must be in digital format unless prior arrangement has been made through the sponsoring community and the Library.
  • The author/owner of the content must grant Johnson & Wales University the right to publish the work in perpetuity through the Scholar’s Archive@J&W. (Publication rights are revocable by written request.)
  • Content not authored by Johnson & Wales affiliates may be added to the repository as long as appropriate permission has been obtained by the sponsoring community, and the sponsoring community takes responsibility for enforcement of related policies. Examples of such content include works collected by the Library; works by non-affiliates but presented at Johnson & Wales University conferences or other events.

Suggested content includes:

  • Academic guides
  • Conference presentations
  • Datasets
  • Executive proclamations
  • Honors projects
  • Image collections
  • Institution memorabilia
  • Mixed media files
  • Online journals & eZines
  • Research papers
  • Theses
  • Software

Copyright

Copyright is retained by author. Each author is expected to sign the Johnson & Wales University Institutional Repository Author Submission Agreement. By signing this form the author attests that contribution of the work does not infringe on the copyright of anyone else. The form also states that the author may reuse or republish the work as desired but in so doing takes full responsibility to observe any additional licensing requirements.

If a work is published at anytime by a publisher who requests removal of that work from the Scholar’s Archive@J&W, it is the responsibility of the author to either negotiate with the publisher to grant an exception or to notify the sponsoring Johnson & Wales department of the need to remove the work in question. The Johnson & Wales University Library is prepared to assist in an advisory capacity only those Archive contributors with copyright questions.

Permanence & Withdrawal of Materials

Every work contributed to the Scholar’s Archive@J&W generates a unique Uniform Resource Locator (URL). The URL is permanent. In the event that the work is withdrawn a placeholder persists, informing visitors to the page that the work has been withdrawn. When selecting works for contribution, all due consideration should be given to the intended permanence of Archive content.

Contact Information

Questions should be addressed to:
Rosie Hopper, Director
Providence Campus Libraries
Johnson & Wales University
8 Abbott Park Place
Providence, RI 02903
Phone: (401) 598-1145
Fax: (401) 598-1834
E-mail: