Institutional Repository Policy
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Mandate
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Background
The first incarnation of the Institutional Repository (IR) of the University of the Philippines Open University began in 2019 as an initiative by the Faculty of Information and Communication Studies.
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Administration
The University Library is tasked with the management and maintenance of the IR. While functional and administrative policies may be decided by the University Library, higher level decisions with wider scope and impact may be decided by the OVCAA.
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Mission Statement
UPLOAD is the official Institutional Repository of the University of the Philippines Open University. It identifies, acquires, maintains, preserves, and allows access to the digital institutional records and memory of the University. These include materials that were created, circulated, used, and received by the legitimate members of the University, academic and administrative units, and notable alumni with significant contributions to their disciplines. These materials reflect and support the basic functions of the University, i.e. education, research and extension. It is committed to fulfill its mandate of ensuring long-term preservation and access to the digital assets and permanent records of the University.
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Authority
UPLOAD is an initiative of the University Archives. The University Archives is mandated to collect and maintain archival materials that reflect the growth and development of the University through Executive Order No. 13, signed on 7 June 1974. (The University of the Philippines Gazette vol. 5, no. 6, page 95, (viewed 2 May 2017))
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Collection Development Statement
The Collection Development Statement of UPLOAD is rooted in the principles of the Collection Development Policy of the University Library. Materials in the IR reflect the growth and development of the University, and are permanent/archival in nature, i.e. these contain inherent administrative, legal, fiscal, research, informational, and historical value.
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Content Policy
UPLOAD contains the following materials in digital format:
- Electronic Theses and Dissertations (ETDs) - from degree granting academic units of the University
- Special and regular publications, including flyers and brochures of UP Units / Offices
- Faculty / REPS Publications in local and international journals
- Permanent UP Records
- Personal Papers of UP Faculty, Executives, Officials and Alumni with significant contributions to their discipline
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Acquisition Statement
UPLOAD shall acquire content that are aligned with the University Library's and the University Archives' collection development policy. Acquisitions may be through direct submission, harvesting, transfer, donation, gift, bequest, licensing agreement, or purchase.
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Access Policy
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Statement on Access
All materials submitted to UPLOAD are made available in the website to bonafide members of the UP Community in support of education, research and extension. UPLOAD will only accept submissions with restrictions as per dictated by governing policies of the University.
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Individual Privacy
The University does not collect nor divulge personal information and respects the privacy of all authors and submissions to the IR.
Contributors are advised to redact sensitive personal or private information in their submissions.
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Restriction of Content
The administrators of UPLOAD reserve the right to restrict access to items or collections, specifically only to those where noted. Otherwise, materials submitted to the IR are accessible and open to the UP Community.
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Intellectual Property Policy
Copyright/Intellectual Property of submissions to UPLOAD remain with the creators, unless otherwise stated.
UPLOAD subscribes and upholds the governing Intellectual Property laws of the Philippines and the University.
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Roles and Responsibilities
Below are the key players necessary for the long-term viability and success of UPLOAD. Their roles and responsibilities are described in general terms:
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Contributor / Content Creator
Due to the variety of content in UPLOAD, Students, Faculty Members, Staff, Alumni, Academic/Non-Academic Units may contribute content to the IR, provided that their contributions meet the criteria set forth in the Collection Development Policy of the University Library. It is the contributor’s responsibility to ensure that the uploaded material complies with requirements set by the University Library.
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University Library
The University Library has long been entrusted to ensure preservation of, and access to the materials in their care. This responsibility is extended to the digital assets of the University, and as such, the University Library provides the managerial and technical expertise, and commitment to guarantee the sustainability of this program, as well as its daily monitoring and implementation of policies and guidelines. The University Library is also tasked to review, amend, and implement policy changes as the need arises.
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Office of the Vice Chancellor for Academic Affairs
As the link between the implementing unit/s of UPLOAD and the University Administration, the OVCAA oversees the smooth implementation of the program University-wide. The OVCAA is all responsible for establishing strategies and persons-in-charge for searching, identifying, and acquiring key collections to be included in UPLOAD based on existing criteria. The OVCAA is also in-charge of identifying, recommending, and adopting best practices and international standards in the management of digital repositories.
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University of the Philippines Administration
The University will provide materials for preservation as well as the financial and administrative commitment and resources to ensure the long-term viability of the program.
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Licensing Statement
Licensing of submitted materials to UPLOAD shall be the responsibility of the creator. Requests for licensing should be directed to creators or owners unless otherwise stated by the University.
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Commercial Use of Works
Requests for commercial use of submitted works to the UPLOAD shall be subject to existing laws and policies and must be obtained from the University prior to commercial application and reproduction.
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Security Statement
The University Library employs applicable technology and security measures to protect content and privacy of contributors. Legal action will be taken by the University for any entity who shall illegally obtain and/or use information and content from the repository.
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Citation/Linking Policy
Citation and linking of any material in UPLOAD is permissible and is the sole responsibility of the user. It is recommended that the user follow existing and appropriate citation and linking standards. The University Library ensures that all materials in the repository will be given permanent links or URL for continued access.
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Liability Policy
The University reserves the right to restrict or remove access to submissions that violate existing University policies or laws. The University disclaims any responsibility for the improper/illegal use of submissions nor from any damage incurred from such as is permissible by law.
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Arrangement/Description Policy
Arrangement and description of materials submitted to the IR are according to accepted international archiving and digital preservation standards to facilitate research and maximize interoperability.
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Submission Policy
UPLOAD accepts submissions in digital or converted works from bona fide members and offices of the UP Community. Submissions must comply with requirements and procedures dictated by the IR, unless otherwise waived by appropriate authorities within the University.
UPLOAD does not accept short term deposit of materials or content.
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Contributor Policy
UPLOAD accepts submissions from students, staff, faculty and alumni of the University. In addition, academic and administrative units of the University are encouraged to submit permanent records to the IR.
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Embargoes
The University recognizes and supports the application of embargoes to certain works of members of the UP Community. Works under embargo will not appear in UPLOAD save for metadata for a period of one (1) year, renewable annually. Contributors/Content creators/Authors are responsible for the renewal of the embargo; after the period has lapsed, restricted submissions will then be made available freely to the UP Community.
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Take-Down Policy
UPLOAD reserves the right to remove submissions and materials in the repository subject to proper procedures. Moreover, requests for removal of materials in UPLOAD must be submitted to the University Library following proper procedures and will be acted upon on a case to case basis.
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Deposit Policy
Materials submitted to UPLOAD reflect the intellectual output, as well as the growth and development of the University. These materials are selected, maintained and preserved for current and future users of the IR; as such
UPLOAD does not accept materials for short-term deposit.
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Preservation Policy
The University Library, as the key implementing and administrating office of UPLOAD, is committed to, and is responsible for, the planning, maintenance, management and long-term preservation of all digital materials submitted to the IR. As such, UPLOAD will use and maintain accepted international standards in the preservation of its digital resources, and the use of reliable hardware and software to accomplish this mission.
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Privacy Policy
The University Library is committed to protecting the privacy of the users and authors/content providers of UPLOAD. It strictly adheres to Republic Act 10912 (Data Privacy Act of 2012) and applies the same provisions and restrictions in the Approved Acceptable Use Policy for Information Technology Resources of the UP System.
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Succession Policy
In the event that the University Library ceases to exist, all content in UPLOAD will remain with the University in perpetua.
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Documentation and Amendment Statement
This policy is considered a permanent record and subsequent amendments and updates should be noted accordingly. Superseded versions must be deposited to UPLOAD. This policy will be reviewed every three years and will be amended as needed.
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Related Policy Information
UPLOAD Electronic Thesis and Dissertation Policy
UP President Alfredo E. Pascual. Memorandum No. PAEP 2012-03
Office of the Vice-Chancellor for Research and Development. Memorandum No. BMP 12-011
Office of the Vice-Chancellor for Research and Development. Memorandum No. FRN 15-038