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Yeshiva Academic Institutional Repository: User's Guide: FAQ

How-to guide for both faculty and students concerning content, author's rights and file format.

Ernie Ingles: Why Repositories? (Vimeo)

YAIR FAQ

What is an institutional repository?
Inspired by the open-access movement, institutional repositories showcase gratis all manner of scholarly communication and disseminate it worldwide.

What is the purpose of an institutional repository?
It cultivates appreciation of faculty and student scholarship and creativity.

What is the format of an institutional repository and how does it work?
It is a perpetual digital platform with a global reach via search engines. Its content can be harvested by Google and Google Scholar and by the library's discovery search tool. The Scholarly Communication Librarian will oversee metadata creation to ensure successful discovery of YAIR material by a global audience.

Who can submit work to YAIR?
YAIR welcomes submissions from faculty, students, and staff members.

What types of work can be submitted?

  • Scholarly articles and preprints
  • Electronic theses and dissertations
  • Conference papers
  • Literary works
  • Visual art images
  • Music scores
  • Videos
  • Poster sessions
  • Capstone projects

What are the benefits to me of depositing work to YAIR?
In the spirit of the movement, many grant underwriters and program sponsors mandate deposit of the work they support into an institutional repository.

What are the benefits to students of publishing work in YAIR?

  • Permanent URL for displaying student work
  • Employment and internship credential

What are the benefits to Yeshiva University of YAIR?
In aggregating all genres of university scholarly and creative work into one easily searched digital platform, YAIR can grow into an online arena that not only promotes the work of individuals, but that also enhances the reputation of the university.

How do I deposit my work?
At repository.yu.edu, click on the YAIR Self-Deposit link.

How do I know if I have the right to put my published work(s) in YAIR?

Depending on the publisher, you may have signed an agreement to transfer your copyright to the publisher. In such cases, you may or may not reserve the right to "self-archive" a version of your work(s). SHERPA/RoMEO (http://www.sherpa.ac.uk/romeo/index.php) provides a database of journals and their self-archiving policies. In some cases, you may be allowed to submit a "pre-print" or "post-print" version of your journal article to the repository. In the case of published books, conference proceedings, and journals not listed in SHERPA/RoMEO, additional research may be necessary. You may contact the Scholarly Communication Librarian for assistance regarding your rights to self-archive your published works.

What is a pre-print and post-print?

A pre-print is the version of your scholarly work that was submitted to a publisher prior to the review process, including peer-review, and post-review editing. It is typically plain text with or without figures, table, etc. A post-print is the version of your scholarly work that has been edited following the review process, including peer review, but is not typeset for publication.

Do I need my co-authors' permission to submit a work to the repository?

No. You can submit the work on your own. However, your co-authors reserve the right to have the work withdrawn from the repository if they object to its submission. So, it's a good idea to communicate with them about the repository if you believe it could be an issue.

If I put my work(s) in YAIR, can I change my mind later?

Yes. As per the withdrawal policy, submitters reserve the right to withdraw work(s) from YAIRe. While the works(s) can be removed, the metadata record will continue to exist with a note "Item removed from YAIR on [date] at the request of the author."

If I put work(s) in YAIR, can I also have it elsewhere online?

Yes. The distribution license a non-exclusive agreement that gives the Library permission to distribute the work(s) online YAIRe. It does not prevent the work(s) from being distributed online elsewhere.

Is it okay if I have some copyrighted materials in my work(s)?

Copyright law is murky and often defined in court. When considering whether you can include portions of other work(s), you should consider the Four Factors of Fair Use (https://en.wikipedia.org/wiki/Fair_use).

Why is there a 2GB file limitation?

The repository's submission interface will only accept files that are 2 GB or less. If your file is larger than 2 GB, the Library staff will have to upload the file in the backend. Because this requires more labor and storage space, we need approval from the Scholarly Communication librarian.

What rights statements are added to the metadata records?

The Library typically uses standardized rights statements, i.e. those available through rightsstatments.org and Creative Commons licenses (https://creativecommons.org/licenses/). However, a custom rights statement can be added. You can discuss your preferred rights statement with the Scholarly Communication Librarian.

Do I need to fill out all the fields in the submission form?

No. You are required to list the title of the work and the date. Ideally, we'd like you to include your name, an abstract (if appropriate), and other information that you feel is relevant. However, the Scholarly Communication Librarian will review your submission and add any necessary metadata before the record is ingested and visible online.

Why is the thumbnail not showing?

Thumbnails for PDFs and image files typically generate within 24 hours of the record's ingestion. For some file types, no thumbnail will be generated.

I'd like to publish an article from my thesis/dissertation. Can I put an embargo on my thesis/dissertation if I put in the repository?

Yes. We can put an embargo on works in the repository. Contact the Scholarly Communication Librarian with the embargo length that you require. However, the embargo must have a set time span. We do not embargo works permanently.

Who are my library contacts if I have questions or need assistance?

  • Stephanie Gross, Electronic Reserves and Scholarly Communication Librarian, E: gross@yu.edu, T: 646.592.4044.
  • Hao Zeng, Head of Library Web Services and Digital Services, E: hao.zeng@yu.edu, T: 646.592.4059