Greetings from the University of Pretoria Biggest residential
Greetings from the University of Pretoria
Biggest residential university in South Africa: 28206 UG students, 10183 PG students, 10837 distance students 51% Female 49 % Male 40% Black 60% white International students: 1339 UG; 1102 PG 2069 Professional staff Seven Faculties Spread over 6 campuses 2005: 952 + 192 postgraduate degrees 2006: 1500 research articles published
Extensive physical and online library service Annual visits 2006: 2 094 231 Books loaned 2006: 631 603 E-articles downloaded 2006: 910 849 Main Library + 6 Faculty libraries on other campuses + 4 other service points
Policies and practices in institutions Monica Hammes monica. hammes@up. ac. za University of Pretoria Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
We build the road by walking it Sepedi saying Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
How do you eat an elephant? . Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
The stakeholders • Institutional management/leadership Visibility leading to prestige • Authors: academics or students Visibility leading to career advancement One location – in perpetuity • Library New role – new direction • Research Department Coherent view of research output • Publishers Copyright owners Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
The contributors • Institutional management/leadership • Authors: academics or students • Library • Research department • IT department • Student administration Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
In the long run a successful OA&IR implementation needs and empowering policy framework to govern the co-operation between different stakeholders and role players with diverse needs and concerns Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
Agenda 1 • Good policy needs effective advocacy and lobbying • Policy influences process and process influences policy Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
Working definitions Policy A guiding principle designed to influence decisions, actions, etc. Advocacy To persuade others to lend support and credibility by committing resources (buy in) Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
What needs to be addressed in policy? • Open Access endorsement • Content and access policy • Submission policy • Mandates and responsibilities • Copyright and rights management • Different IR issues, e. g. metadata, backups, formats • NB Align with existing institutional policy and national/regional policy, revise regularly Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
Open Access Policy • Voluntary • Compulsory • Community scope (who is included) Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
Content Policy • Define collections - How organised - What constitutes a collection - Start date • Content types - Theses / dissertations - Journal articles - Conference proceedings - Reports …. . Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
Content Policy (2) • Education or research oriented? • Does the work have to be born digital? • At what stage? • Which format(s)? • Limitations to size, scope, format • Exclusions Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
Access policy • User-agreement • Privacy policies • Limited access allowed? • Restricted / delayed access provision Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
Roles • Who manages the hardware and software? • Who manages the database? • OA&RI steering group / policy committee • Service level agreements • Who is responsible for quality Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
Submission policy • Who has overall responsibility • Who may submit content • Who determines and authorises submitters • Approval process for content being submitted and workflow outline • Author agreement Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
Copyright policy • Theses/dissertations: does copyright belong to the university? • Research papers: remember we have signed away our copyright – treat their policies with respect. Introduce the idea of moral rights • Make researchers aware of copyright issues and encourage better practice Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
Good policy needs effective advocacy Advocacy has a lot in common with marketing: Segment your target groups and tailor your message to suit their needs; deliver it in their language and with the most appropriate means of communication • Only those aspects that are important to them Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
Institutional Leadership and Management What is important for them? • Reputation of the organisation • Cost-effectiveness • Access leading to visibility impact… Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
Institutional Leadership and Management What is their role in securing success • Ratify policy (esp mandating) • Provide resources • Influence the behaviour of institutional authors • Support publisher negotiations Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
Institutional Leadership and Management What is their role in securing success (2) • Advocacy campaign partners • Speak to colleagues, discuss at meetings • Help to identify institutional goals Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
Institutional Leadership and Management The benefits that will excite them • Increased citation impact • Opportunities for funding • Dynamic means to manage information assets • Supporting Research Information Management Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
Institutional Leadership and Management Their concerns • How much does it cost? • How does it impact on the research process? • What is going on with copyright? • Can we save on the library’s budget? Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
Advocacy Campaign • Target group: Benefits, concerns, aspects, language, medium • What do they know, gaps in knowledge • Attitudes • What do you want them to know? • Time scale Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
Advocacy Campaign • Communication plan • Advocacy toolkit • Top-down or bottom-up or both? • Blanket or targeted • Work with champions Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
Advocacy Campaign: Senior Management (Policy makers) • VC and deputies, particularly those responsible for research • Deans, heads of Schools and Departments, IT and Library Directors • Library Committee • Research Committees Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
Campaign goal (SM) • Increase knowledge, raise awareness • Institutional issue Make stakeholders feel in control • Improve copyright management, relationships and knowledge management in general Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
Campaign strategy (SM) • Demonstrations and (in)formal discussions • Presentations • Documentation • Formal proposal Examples (De Beer, 2005) Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
First UPe. TD Workflow Voluntary self-submission by students Convert PDFdoc Compile Metadata Submit -self Acknowledge Quality control M PDF+ WWW World. Cat UPe. TD Server SACat Library Catalogue Metadata Publish Archive CD
New workflow for UPe. TD 2004 Student converts Submit on CD PDF Supervisor approves Fac Admin approves Upload UPe. TD Upload -self M Acknowledge & Quality control M M Compile Metadata PDF+ WWW World. Cat Check, acknowledge, sort UPe. TD Server SACat Library Catalogue Metadata Publish Archive CD Compulsory submission of PDF files directly on web or on CD
New workflow for UPe. TD 2007 Student converts Submit on CD PDF + Supervisor approves Fac Admin approves Upload UPe. TD Upload -self M Acknowledge & Quality control M M Compile Metadata PDF+ WWW World. Cat Check, acknowledge, sort UPe. TD Server SACat Library Catalogue Metadata Publish Archive CD New policy on restricted theses: record of metadata only – bound copy and CD stored off-line in a safe location for 2 years
Questions? Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 12 -13 June 2007 Accra, Ghana
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