1. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds 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 24-25 April 2007 State Library, Maseru

2. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds In the long run a successful OA&IR implementation needs and empowering policy framework to govern the co-operation between different stakeholders with diverse needs and concerns Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 24-25 April 2007 State Library, Maseru

3. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds 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 24-25 April 2007 State Library, Maseru

4. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds 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 24-25 April 2007 State Library, Maseru

5. Who are the stakeholders 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 24-25 April 2007 State Library, Maseru

6. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds What needs to be addressed in policy? Open Access endorsement Content policy Submission policy Mandates and responsibilities NB Align with existing institutional policy and national/regional policy, revise regularly Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 24-25 April 2007 State Library, Maseru

7. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds Open Access Policy Voluntary Compulsory Community scope (who is included) Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 24-25 April 2007 State Library, Maseru

8. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds Content Policy Define collections - How organised - What constitutes a collection Content types - Theses / dissertations - Journal articles - Conference proceedings - Reports ….. Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 24-25 April 2007 State Library, Maseru

9. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds 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 24-25 April 2007 State Library, Maseru

10. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds 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 24-25 April 2007 State Library, Maseru

11. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds Roles Who manages the hardware and software? Who manages the database? OA&RI steering group / policy committee Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 24-25 April 2007 State Library, Maseru

12. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds 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 24-25 April 2007 State Library, Maseru

13. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds 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 24-25 April 2007 State Library, Maseru

14. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds Good policy needs effective advocacy (2) Institutional Leadership and Management Academics (established and new) Students Research department IT department Library Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 24-25 April 2007 State Library, Maseru

15. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds 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 24-25 April 2007 State Library, Maseru

16. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds 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 24-25 April 2007 State Library, Maseru

17. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds 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 24-25 April 2007 State Library, Maseru

18. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds 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 24-25 April 2007 State Library, Maseru

19. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds 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 24-25 April 2007 State Library, Maseru

20. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds 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 24-25 April 2007 State Library, Maseru

21. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds 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 24-25 April 2007 State Library, Maseru

22. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds Advocacy Campaign: Senior Management (Policy makers) VC and deputies, patricularly 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 24-25 April 2007 State Library, Maseru

23. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds 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 24-25 April 2007 State Library, Maseru

24. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds 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 24-25 April 2007 State Library, Maseru

25. Outline of Talk What is eResearch and why does it matter? The South African SARIS project Challenging the current scholarly communication system eResearch, scholarly communication and etds Policy influences process and process influences policy Open Access (OA) and Institutional Repository (IR) : new models for scholarly communication 24-25 April 2007 State Library, Maseru

26. 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

27. 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

28. 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 +