Institutional and Data Repository Policy

Names

The institutional repository is named Scholars Hub @ UL Lafayette (Scholars Hub). The data repository is named Data Hub @ UL Lafayette (Data Hub).

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Purpose

The purpose of Scholars Hub and Data Hub is to promote the scholarship and institutional records of the University of Louisiana at Lafayette (UL Lafayette) in a free and open access environment for enhanced discovery and research value. The URL for Scholars Hub is scholarshub.louisiana.edu; the URL for Data Hub is datahub.louisiana.edu.

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Platform

Scholars Hub runs on Digital Commons and Data Hub runs on DC Data, both through Elsevier. Both are managed by University Libraries.

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Availability

Materials and datasets in Scholars Hub and Data Hub are free and openly accessible to the public, unless restricted by an embargo or legal hold.

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Depositors and Contributors

Anyone affiliated with UL Lafayette can contribute to Scholars Hub and Data Hub, including but not limited to faculty, staff, graduate and undergraduate students, research centers, and faculty emeriti.

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Acceptable Types of Materials

The types of materials accepted into Scholars Hub encompass all kinds of university scholarship and creative works, including but not limited to:

  • articles
  • monographs
  • electronic theses and dissertations
  • conference proceedings
  • university and departmental publications
  • presentations
  • technical reports
  • special collections
  • audio-visual recordings

Data Hub acts as the home for data, datasets, and other supplemental materials.

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Process for Submission

Depositors/contributors are required to send content and appropriate metadata to repositories@louisiana.edu. Administrators will decide which repository is most appropriate for the content. Depositors/contributors can set embargo periods if required by publishers. Submitted content must wait for review and is subject to approval by repository administrators. Once approved, the content will be published to Scholars Hub or Data Hub and displayed along with its metadata.

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Acceptable Formats

Acceptable formats include but are not limited to PDF, DOC, DOCX, TXT, CSV, XML, HTML, PPT, JPEG, JP2, TIFF, WAV, AIFF, MP3, MP4, MOV, and citations. Datasets in Data Hub can be submitted as Excel spreadsheets or as PDFs. Scholars Hub will display most text-based documents as PDF, in which case certain elements may change in appearance or completeness, and will utilize its own viewers for images, books, and audio-visual materials. PowerPoint and HTML web pages should be converted to PDF before submission to Scholars Hub. Depositors/contributors should consider reformatting large files into smaller, more accessible formats, such as MP3 for audio and compressed MP4 for video. Please contact a repository administrator for special needs regarding file sizes and data space requirements.

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Rights and Permissions

It is the responsibility of depositors/contributors to clear any rights and permissions before submission. They must give University Libraries non-exclusive, royalty-free, perpetual, irrevocable, worldwide license to access, reproduce, publish, and distribute content submitted to Scholars Hub and Data Hub. Submission does not require the transfer of copyright, so depositors/contributors must make sure there are no copyright infringements or violations of property rights.

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Private and Confidential Information

Submitted materials must be free of restrictions and must not contain private, confidential, classified, or legally protected information. The depositor/contributor is responsible for reviewing materials and removing or redacting private, sensitive, confidential, or third-party copyrighted material. Any materials containing private, sensitive, confidential, or copyrighted information may be subject to review and may not be accepted into Scholars Hub or Data Hub.

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Metadata

Metadata (information about the submitted work) must be provided by the depositor/contributor. The metadata can be provided through email with simple text descriptions sent to a repository administrator. Sample metadata may include, but is not limited to:

  • title
  • author(s)
  • name of publication/conference
  • abstract
  • volume and issues numbers
  • date
  • digital object identifier (DOI)
  • recommended citation

Review of Materials

Repository administrators will review submitted materials for acceptable formatting and general adherence to research guidelines. However, it is the responsibility of the author to ensure that the submitted material reflects the research standards of the University, does not infringe on privacy and any other rights, protects confidentiality, has secured all copyright permissions, and, if sponsored or agency-supported, has met all obligations concerning the research, including peer review.

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Use of Scholars Hub and Data Hub Content

Use of Scholars Hub and Data Hub content is for personal, research, educational, and non-commercial purposes. Users and researchers who access or attempt to access Scholars Hub and Data Hub content assume full responsibility for how Scholars Hub and Data Hub materials are used or re-used. Content may not be republished, reposted, or redistributed without permission of the copyright holders.

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Citation

Materials accessed in Scholars Hub and Data Hub must be cited if published and/or distributed. Researchers should consult an appropriate style guide for adherence to specific guidelines.

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Disclaimers

Any researcher and user of Scholars Hub and Data Hub materials agrees to indemnify and hold harmless UL Lafayette, its officers, employees, and agents from and against all suits, claims, actions, and expenses arising out of the use and reuse of materials provided by Scholars Hub and Data Hub.

UL Lafayette makes no representation of Scholars Hub or Data Hub content linked to other web sites or third-party information. UL Lafayette cannot be held responsible for errors and omissions or damage caused by access or non-access to Scholars Hub and Data Hub. Repository administrators reserve the right to reject or withdraw any submissions that is not deemed fit or appropriate for Scholars Hub and Data Hub.

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Library and University Policies

For further information on University Libraries policies, please visit the page on Policies and Procedures.

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Contact

Direct any questions regarding this policy to repositories@louisiana.edu.

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