eScholarship@UMMS Policies

Purpose

eScholarship@UMMS, a service of the Lamar Soutter Library, is a digital archive offering worldwide access to the scholarly output of University of Massachusetts Medical School faculty, staff, researchers, and students. The goal is to bring together all of the University's research under one umbrella, in full text whenever possible, in order to preserve, promote, and provide access to that research.

Who Can Participate

eScholarship@UMMS is organized by “communities”: academic and other units at the University of Massachusetts Medical School. Any school, department, program, center, or institute at the University of Massachusetts Medical School is eligible to participate as a community in eScholarship@UMMS. Other groups will be considered on a case-by-case basis. Each community must be able to assign a coordinator who can work with the Library to support the eScholarship@UMMS initiative.

Communities registered with eScholarship@UMMS participate with the Library in determining:

  • How much content is available up-front and on an ongoing basis
  • Any special information to be captured in the submission form
  • What sorts of items are appropriate
  • What electronic formats are acceptable
  • Who may add items
  • Who may view items

Individuals may not submit content without belonging to a community registered with eScholarship@UMMS. Individuals interested in creating a personal researcher page in eScholarship@UMMS should contact Lisa Palmer at 508-856-4368 or lisa.palmer@umassmed.edu.

If a contributor to the repository leaves the University of Massachusetts Medical School, his or her content will remain in eScholarship@UMMS unless he or she requests its withdrawal.

What Materials Can Be Contributed

eScholarship@UMMS accepts digital materials in a wide range of formats, including text, images, video, and audio files. Materials must meet submission and copyright guidelines. Examples of content include, but are not limited to, the following:

  • Articles (pre-prints and post-prints)
  • Audio files
  • Book chapters
  • Conference papers
  • Datasets
  • Dissertations
  • Images
  • Out of print books in digital format
  • Posters
  • Presentations
  • Technical reports
  • UMMS-sponsored student projects
  • Video files
  • Working papers

Submission Guidelines

  1. The work must be produced, submitted, or sponsored by University of Massachusetts Medical School faculty, researchers, students, or staff. Works created by such authors before they came to UMMS may be considered.

  2. The work must be scholarly, educational, or research-oriented, as defined by the community.

  3. The Library prefers that the work be in digital form. The Library will help contributors evaluate and assess the readiness of materials. If there are accompanying pieces (for example, a text document with associated image files), ideally all of the items should be provided as a set.

  4. The repository will accept items co-authored by a University of Massachusetts Medical School affiliate with non-UMMS authors. The UMMS author is responsible for securing permissions agreements from non-UMMS authors before content is posted in full text in the repository.

  5. The author(s) must be willing and able to grant the University of Massachusetts Medical School the right to distribute the work via eScholarship@UMMS.

Copyright

Authors retain copyright for all content contributed to eScholarship@UMMS. Submitting a document to the repository does not transfer copyright; it only grants the Library a non-exclusive license to distribute and preserve the document.

Authors who contribute content directly accept an online submission agreement that simply states: “I hold the copyright to this article or have been authorized by the copyright holder to upload this article for distribution, and agree to permit this document to be posted in [name of eScholarship community]. I understand that accepted papers may be posted immediately as submitted, unless the submitting author requests otherwise or submits a revision.”

For departments working with the Library to load large numbers of documents, the Library will provide copyright assistance. In some cases, signed permission forms from authors may be required.

Many journal publishers allow authors to post a pre-publication copy of their published articles in their institutional repositories, or even the published version in some cases. This is called “self-archiving.” Publishers prohibiting inclusion may grant exceptions if the author requests it.

Authors may wish to consult the SHERPA RoMEO website, which provides a summary of permissions that are normally given as part of each publisher's copyright transfer agreement. If the publisher prohibits submitting a journal article to the repository and will not grant an exception, the author may consider submitting a pre-publication copy. The Library can provide assistance on using the SHERPA RoMEO website.

For more information on copyright, please visit the Library’s Copyright information in research guide, Annual Copyright License page, and Copyright Resources page.

Updating or Removing a Work

Authors may request to post updated versions of documents. The Library prefers that updated documents be posted along with the original version. The content in eScholarship@UMMS is meant to be a permanent scholarly record. However, there may be times when it is necessary to remove items. Authors may request the removal of content they have submitted by contacting the Library.

Preservation and Stewardship

The Lamar Soutter Library will make every effort to ensure access to contributed materials over time. If the Library ceases to support eScholarship@UMMS, the Library will return content to contributing units and transfer the content of units that have ceased to exist to the UMMS Office of Medical History and Archives. The Library may refuse to add material that is in an outdated format and cannot be converted.

Updated July 2010