Open Access Publication and Embargoes

ReneeE.BabcockOfficeofGraduateStudies

r.babcock@austin.utexas.edu

Agenda

• DigitalSubmissionRequirement• Openaccesspublication• CopyrightandFairUse• Delaysofpublication

Digital Submission Requirement“Dissertationsmustbemadeavailabletothepublic.[*]AlistofwaysofdoingthisisavailablefromtheOfficeofGraduateStudies.Thestudentmayrequestpermissionfromthegraduatedeantotemporarilydelaymakingthedissertationavailabletothepublicinordertoprotectpatentorotherrights.Thisrequestmustbesupportedbyawrittenrecommendationfromthedissertationsupervisor.Thegraduatedeanmakesthefinaldecisionregardingdelayedpublication.”

*Appliesalsotomaster’sthesesandreports

ETD Submission and Publication timeline• Studentuploadselectronicthesisordissertation(ETD)toTexasDigitalLibrary(TDL)and

bringsrequiredpaperworktoMAI101bysubmissiondeadline.– Deadlinepublishedathttp://gradschool.utexas.edu/academics/graduation/deadlines-and-

submission-instructions– Signaturepagewithsignatureofallcommitteemembers,StatementonResearchwithHuman

Subjects,StatementonTravelinRestrictedRegions,Copyrighttutorial(doctoralstudents)• Ifyouusedhumansubjects,youmustattachIRBapprovalshowingyouwerePIorCoPI.Ifyouuseddatafromastudyyouwerenot

attachedto,youmustgetaletterfromthePIstatingyouwereauthorizedtousethatdata.

• OfficeofGraduateStudies(OGS)checksinthedocument.– Ifthereareformatcorrectionsneeded,youhave1semestertomakethem.– Ifrequestedchangesnotmadeafter1semester,adisclaimerpagewillbeattachedtotheETDandit

willbepublishedasis.• Aftergradesarerun,OGScertifiesdegrees.• Afterdegreesarecertified,allapprovedETDs*areputintothepublicationqueueand

publishedOpenAccesstoTexasScholarWorks bylibrarians.• Theentireprocessfromtimeofsubmissiontopublicationistypically2-4months.

– Iftherearerequiredformatchanges,thatcandelaythepublicationprocess.

*DoesnotincludeETDsthatareembargoed.

Open Access publication• OpenAccess(OA)=theentiretextofyourETDismadefullyavailableto

thepublicforfreeviaTexasScholarWorks.• https://repositories.lib.utexas.edu/• CannotoptoutofOApublicationofETD.Itisarequirementfor

graduation.

Texas ScholarWorksEstablishedtoprovideopen,onlineaccesstoUniversityresearchandotherscholarlyoutput.

Preservationoftheseworksforfuturegenerations.

Severalcollections:Conferenceproceedingsandjournals,studentworks,facultyworks,electronicthesesanddissertations.

ETDcollectionathttps://repositories.lib.utexas.edu/handle/2152/4

Your rights as copyright owner• YoumustagreetoTDLlicenseagreementwhenuploadingyourETD.• “IgranttheTexasDigitalLibrary…myhomeinstitution…andmyacademic

department…thenon-exclusiverightstocopy,display,perform,distributeandpublishthecontentIsubmittothisrepository…andtomaketheWorkavailableinanyformatinperpetuityaspartofaTDL,InstitutionorDepartmentrepositorycommunicationordistributioneffort.”

• Non-exclusiverightsmeansyouaregivingusalicensetopublishyourwork,butyouarefreealsotouseyourworkinanywaythatyouwish.

– “IunderstandthattheWork'scopyrightowner(s)willcontinuetoowncopyrightoutsidethesenon-exclusivegrantedrights.”

– Ifyouwishtopublishjournalarticlesorturnyourbookintoamonograph,youarefreetodoso.

Copyright and Fair Use• TDLlicenseagreementalsostates

– TheWorkdoesnotinfringeanycopyright,patent,ortradesecretsofanythirdparty– TheWorkdoesnotcontainanylibelousmatter,norinvadetheprivacyofanypersonor

thirdparty– ThatnorightintheWorkhasbeensold,mortgaged,orotherwisedisposedof,andis

freefromallclaims.

• Ifyourworkinanywayviolatesoneoftheabove,UTandTDLareheldharmlessshouldtherebeaclaim.

Fair Use• Permitsuseofcopyrightedworksincertaincircumstances.• Noabsolutestandard,buta“weighingandbalancing”test.

– Natureofwork:commercialv.nonprofit/educational– Typeofwork:factualv.creative– Howmuchofworkused– Effectofuseonmarketfororvalueofthework

• FairUseGuidelinesonourwebsiteathttp://gradschool.utexas.edu/academics/theses-and-dissertations/doctoral-candidacy/copyright-tutorial/fair-use-guidelines.

• Seealsohttp://guides.lib.utexas.edu/copyright.• ProofofcompletionofCopyrightTutorialrequiredaspartofETDsubmission.

https://utexas.instructure.com/enroll/F6HD7M/.• Forotherquestions,contactColleenLyon,UT’sScholarlyCommunications

Librarian atc.lyon@austin.utexas.edu.

Wait, don’t publish your ETD yet!

https://pixabay.com/en/cat-red-cute-mackerel-tiger-sweet-1044750/

Temporary delay of publication• CannotoptoutofOApublicationofyourETD,butwecantemporarily

delaypublication.– Musthaveapprovalofsupervisor.– Commonreasonsforembargoesincludependingpatentapplications,publicationofETD

eitherasjournalarticle(s)and/ormonograph.• “Thestudentmayrequestpermissionfromthegraduatedeanto

temporarilydelaymakingthedissertationavailabletothepublicinordertoprotectpatentorotherrights.Thisrequestmustbesupportedbyawrittenrecommendationfromthedissertationsupervisor.Thegraduatedeanmakesthefinaldecisionregardingdelayedpublication.”*

• WilldelaypublicationofETDforupto2years.

*2015-2017GraduateCatalog

How to request an embargo• WhenuploadingETDtoTDL,youmustselectanembargooption.

– Ifanembargooptionisnotselected,yourETDwillbepublished.

• YoumustsubmitRequestforInitialDelayofPublicationform.Availableonourwebsiteathttps://gradschool.utexas.edu/academics/forms.

– SignedbybothyouandyourSupervisor.– WewillnotdelaypublicationofyourETDwithoutreceiptofthisform.

• Initialembargoperiodis2yearsfromgraduationmonth.• Afterapprovalofembargorequest,youandyoursupervisorwillreceive

anemailverification.• YoumustprovideapermanentemailaddressinTDLthatwillbevalidfor

theentire2yearperiod.– ManyUTemailaddressesexpireupongraduation.Youmayclaiman@utexas.edu

permanentemailaddress,orusegmail orotherpermanentemail.

Requesting extension of embargo• Whenembargoperiodexpires,youandyoursupervisorwillreceiveanemail

fromOGS.• Ifnofurtherembargoisneeded,thereisnorequiredactiononyourpart.Your

ETDwillbeputintothepublicationqueuewhentheembargoexpires.• Ifyouneedanextension,yoursupervisormustrequestitinwritingbythe

deadlineprovided.– Extensionsaregrantedrarely,sothelettermustexplainindetailwhyafurther1yearperiodis

needed.Itshoulddetailwhatactionshavebeentakensofar,andwhyafurtherembargoperiodisneeded.Anydocumentationsupportingtherequestshouldbeattachedtotheletter.Extensionsareonlygrantedfor1additionalyear.

– LettersshouldbeaddressedtoDeanNeikirk,andemaileddirectlytoReneeBabcockatr.babcock@austin.utexas.edu.

• Ifextensionnotgranted,youandyoursupervisorwillreceiveanemailandtheETDwillbeputintothepublicationqueue.

• Iftheextensionisgranted,youandyoursupervisorwillreceivenotification.

Questions?

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