Cardinal Scholar Guidelines

Intellectual Property

Cardinal Scholar, the Ball State University Institutional Repository, is a project of the Ball State University Libraries, intended to promote open scholarly communication, preserve access to scholarly work produced at Ball State University, and promote Ball State University's intellectual capital to a worldwide audience of web users. Submissions are made available via a non-exclusive license granted by the author or their designee; there is no transfer of intellectual property rights accompanying submission of your work to Cardinal Scholar.

Because the intellectual property issue raises legal considerations, Cardinal Scholar has developed the following documents to define the status of materials on deposit:

• The Author's Deposit Agreement, used by an author/creator depositing their own work;
• The On Behalf Of Agreement, used by a faculty member sponsoring the deposit of student work for OAI and Google accessible status;
• The Submission Coordinator Agreement, used by a submission coordinator (such as a faculty member, departmental administrator or secretary).

The authors or their designees grant to the Cardinal Scholar the non-exclusive right to:

• display and distribute the submission including its abstract and descriptive information in electronic format according to Cardinal Scholar's guidelines;
• copy, convert, or migrate the deposit to any medium or file format in order to ensure preservation and access;
• maintain multiple copies of the deposit for purposes of security, back-up, and preservation;
• share the descriptive information and abstract for the submission in a variety of settings to encourage access;
• enhance descriptive information about the submission to support access.

When submitting work, depositors or their designees should represent the Work's copyright status in a manner consistent with Ball State University's Patent and Copyright Policy.

Authors may wish to use the SHERPA RoMEO tool to verify publisher policies before depositing pre-print and post-print materials.

Cardinal Scholar advocates for open access and suggests that content be submitted without requesting access restrictions. However, arrangements will be made to restrict access to authorized Ball State University users or specific users in special cases. Please contact the Cardinal Scholar access administrator at lits@bsu.edu or (765) 285-8032 to request such arrangements.

Cardinal Scholar will help depositors or their designee to add to, replace, or remove content to reflect subsequent changes to an item's copyright status and/or editorial changes.

Official Ball State University records will be transferred to the control of the University Archives. These materials will not be removed from Cardinal Scholar, nor will the persistent URL associated with them change.

Ball State University shall obtain written permission from the author or their designee to use the content for any commercial purpose.

Cardinal Scholar Participant Rights and Responsibilities

Cardinal Scholar is a partnership between the Ball State University affiliates, the Ball State University Libraries, the University administration, and the University community members who deposit their work. Cardinal Scholar content consists of works produced by Ball State University community members, which are managed, preserved and distributed by the Ball State University Libraries through Cardinal Scholar.

It is important that all Cardinal Scholar stakeholders understand and agree to the guidelines and procedures required in order to maintain the system responsibly. The following guidelines outline the participant's rights and responsibilities.

Ball State University Community Member Definition

A Ball State University Community Member is a Ball State University administrator, faculty member, staff member, or student. Groups or individuals who wish to deposit materials that do not meet these criteria will be considered on a case-by-case basis.

Ball State University Community Member Responsibilities

A Ball State University Community Member depositing materials in Cardinal Scholar agrees to:

• understand and observe University policies relevant to Cardinal Scholar;
• clear copyright for items deposited when copyright owner is other than author(s) or Ball State University;
• arrange for deposit and description of content.

Ball State University Community Member Rights

A Ball State University Community Member depositing materials in Cardinal Scholar retains the right to:

• limit access to content at the item level either to repository users only, repository administrators only, or to specific individuals or groups;
• request removal of items;
• receive a copy of deposited content upon request.

Ball State University Libraries Responsibilities

Ball State University Libraries agrees to:

• retain and maintain content deposited in Cardinal Scholar;
• maintain the system that supports persistent URLs;
• distribute content according to the depositor's needs;
• preserve content per our Preservation Policy;
• provide access to Cardinal Scholar content;
• notify depositors of significant preservation actions, e.g. format migration;
• notify depositors of removal of their item and offer a copy to them at the time of removal.

Ball State University Libraries Rights

Ball State University Libraries retains the right to:

• change, add to, and/or redistribute metadata for items in Cardinal Scholar;
• refuse or withdraw items under certain circumstances;
• renegotiate terms of deposit agreements with depositors;
• perform appraisal for transfer or disposition when organizational units to which depositors belong cease to exist;
• institute pre-deposit selection or appraisal if financial constraints require that limits be placed on Cardinal Scholar's operations;
• move materials to reflect changing agreements between Cardinal Scholar and Ball State University administrative units;
• migrate items if format is in danger of obsolescence.

University Responsibilities

Ball State University Libraries is expected to set policy at the University level regarding issues that affect Cardinal Scholar, e.g. intellectual property policies.

Withdrawal of items from Cardinal Scholar

The Ball State University Libraries foresees times when it may be necessary to remove items from Cardinal Scholar. This may be necessary if the item is deemed to be outside of the scope of the repository, if the item violates another person's intellectual property rights, if the item violates an individual's right to privacy, etc. Depositor's will be notified of the removal of any items, provided a rationale for removal, and offered an electronic copy of the item in question.

Appropriate Content

Work deposited in Cardinal Scholar should exhibit these traits:

• The work must be created by Ball State University Administrators, faculty, staff, or students.
• The work must be educational, creative, administrative, or research-oriented.
• The work must be complete and ready for distribution.
• The author must grant Ball State University the non-exclusive right to preserve and distribute the work via Cardinal Scholar. (See the FAQ, "What rights do I grant Ball State University when I deposit my work in Cardinal Scholar".)

Examples of appropriate content include:

• Articles, preprints, web-based exhibits, presentations, working papers, term papers, conference papers, technical reports, administrative reports, meeting minutes, etc.
• Theses & Dissertations.
• Data Sets (GIS, scientific, statistical, demographic, etc.).
• Computer Programs and/or Code.
• Multimedia objects.

Examples of inappropriate content include:

• Any materials for which you cannot claim authorship (excepting those for which you have obtained permission for use in writing);
• Works that include inadequately cited quotations or paraphrasing;
• Content that would be more appropriate for a social networking site, e.g. photos, videos, or textual material of a non-academic, non-artistic, personal nature.