Greetings from the University of Pretoria

Biggest residential university in South Africa: UG students, PG students, 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: postgraduate degrees 2006: 1500 research articles published

Extensive physical and online library service Annual visits 2006: Books loaned 2006: E-articles downloaded 2006: Main Library + 6 Faculty libraries on other campuses + 4 other service points

Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication June 2007 Accra, Ghana Policies and practices in institutions Monica Hammes University of Pretoria

Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 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 June 2007 Accra, Ghana How do you eat an elephant?.

Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 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 June 2007 Accra, Ghana Campaign strategy (SM) Demonstrations and (in)formal discussions Presentations Documentation Formal proposal Examples (De Beer, 2005)

Convert PDFdoc Submit -self Acknowledge Quality control UPeTD Server Compile Metadata Publish WWW MetadataArchive CD First UPeTD Workflow PDF+ M Library Catalogue SACatWorldCat Voluntary self-submission by students

Archive CD New workflow for UPeTD 2004 M Check, acknowledge, sort Upload - UPeTD Fac Admin approves Supervisor approves Submit on CD Student converts PDF Upload -self Acknowledge & Quality control UPeTD Server Compile Metadata Publish WWW Metadata M PDF+ M Library Catalogue SACatWorldCat Compulsory submission of PDF files directly on web or on CD

Archive CD New workflow for UPeTD 2007 M Check, acknowledge, sort Upload - UPeTD Fac Admin approves Supervisor approves Submit on CD Student converts PDF Upload -self Acknowledge & Quality control UPeTD Server Compile Metadata Publish WWW Metadata M PDF+ M Library Catalogue SACatWorldCat New policy on restricted theses: record of metadata only – bound copy and CD stored off-line in a safe location for 2 years +

Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication June 2007 Accra, Ghana Questions?