Policies and Guidelines

The Sydney eScholarship service is provided by the University of Sydney Library within the general policy and regulatory environment of the University of Sydney, particularly in relation to Intellectual Property policy, obligations within Copyright legislation and requirements, Library policies, other general policies relating to theses regulations, Research Office requirements, Archive and Records Management requirements, and College regulations.

There two main ways in which staff may submit material to the Sydney eScholarship Repository.

  • An individual member of staff can submit directly to the repository. The Repository staff will review the data and move it to the appropriate collection.
  • As a member of a particular community a staff member may be  nominated to submit material to a particular collection.

Content parameters and guidelines

  • The work must be produced, contributed, sponsored by or associated with a University faculty, department, school or centre
  • The work must be scholarly or research oriented
  • The work should not be ephemeral
  • Material deposited should primarily consist of academic and postgraduate research material, with the exception of honors theses or exceptions made by the department
  • Not include any administrative records
  • The work should be complete and ready for viewing at the time of submission.
  • The work must be contributed in digital form. If parts of the item require different file formats, all of the digital pieces must be provided as a set. (For example, a .pdf document with its associated data file(s)).
  • Preferred formats are those supported by the repository platform (see Points to Note – Preferred Formats)
  • The author/owner should be willing and able to grant Sydney eScholarship the right to preserve and distribute the work via the institutional repository.
  • If a work is part of a larger series or set of related works, these other works should also be contributed so that as full a set as possible is offered.

Individual Submission

Who can submit material to the Sydney eScholarship Repository?

Any member of staff at the University of Sydney can make a submission to the repository as long as it meets the content parameters and guidelines.

Submitters responsibilities

  • Ensure that the material meets the content parameters
  • Willing and able to grant the licence
  • Ensure that permission and rights have been cleared and they are authorised to load the material
  • Willing to appropriately describe the material that they are submitting and make it available on open access.

Library’s responsibilities

  • Will review data submitted
    • Were responsible will move the material to the appropriate collection
  • Retain and maintain content in supported formats (see Depositors Guidelines) submitted to Sydney eScholarship service
  • Provide access to content according to community decisions
  • Provide open access to all metadata
  • Preserve content using accepted preservation techniques
  • Notify communities of significant changes to content, e.g. format migration
  • If the repository platform (DSpace) changes the Library will consult with all communities about ongoing migration and arrangements, or offer to return collections to existing communities.

Community and Collection manangement

As a member of a particular community a staff member may be nominated to submit material to a particular collection

Defining a Community

What constitutes a community within the Sydney eScholarship?
A "Community" is an organizational or administrative unit of the University that has long-term stability and can assume responsibility for setting Community policies. A community must have a research, teaching or reference focus, and could be a faculty, school, department or research centre. A community can define their sub-communities.

How are communities administered?
Each community must be able to assign a coordinator who can work with Sydney eScholarship staff. Administration of the community is consistent with the responsibilities of the community and the library.

Responsibilities and rights of Communities and Sydney eScholarship

A community:

  • Will appoint an administrator whose role it is to
    - Maintain the community's guidelines
    - Manage people within the community who will submit content
    - Remove items and collections
    - Approve addition of or elimination of sub-communities
    - Make limited customisation to community pages in conjunction with Library contacts
    - Make decisions about community and collection definitions and community membership
  • Arrange for submission and description of content
  • Understand and observe policies relevant to Sydney eScholarship, including those pertaining to rights and licence, and educate community submitters regarding these policies
  • Notify of organizational changes affecting submissions
  • Decide upon a submission workflow for each collection within the Community
  • Liaise with the appropriate Library subject specialist, regarding metadata, reporting and support

A community retains the right to:

  • Decide who may submit content within the community
  • Decide policy regarding content to be submitted (within content guidelines, below)
  • Limit access to content at a collection or item level, but cannot limit access to the metadata
  • Remove items and collections
  • Approve addition of or elimination of sub-communities
  • Make limited customisation to community pages in conjunction with the Digital Repository Coordinator.

Responsibilities and rights of the Library

  • Retain and maintain content in supported formats (see Depositors Guidelines) submitted to Sydney eScholarship service
  • Provide access to content according to community decisions
  • Provide open access to all metadata
  • Preserve content using accepted preservation techniques
  • Notify communities of significant changes to content, e.g. format migration
  • If the repository platform (DSpace) changes the Library will consult with all communities about ongoing migration and arrangements, or offer to return collections to existing communities.

The Library retains the right to:

  • Redistribute, sell or amend metadata for items in the repository with prior approval of the Community
  • De-accession items or Collections under certain circumstances Refuse items or collections not within the content parameters as defined
  • Where necessary renegotiate terms of original agreement with Communities
  • Perform appraisal for long-term archiving when Communities cease to exist or within thirty years of the creation of a Collection
  • Move Collections to reflect any change in agreement between Sydney eScholarship and Communities
  • Migrate items if supported format is in danger of obsolescence for preservation purposes.
  • Consider setting quotas (size of files, number of items) to determine what constitutes free service and after which point may charge a fee.
  • Consider charging a fee for additional or premium services, such as conversion services, special customisation, other value added services, or activities requiring extensive centralized support


Access policy

The metadata for all communities, collections and items are visible to the internet, and will not be restricted. Access restrictions to the actual content can be determined as a general policy, or at a community level