Institutional Repository Statement

Institutional Repository Policy Statement

The following policies are currently in operation for the York St John University Institutional Repository and must be adhered to. The policies will be reviewed on a regular basis and in line with current practices.

Data Policy

  • Anyone may access full items free of charge so long as they remain unchanged and unless the item’s accompanying rights declaration states otherwise
  • Copies of full items generally can be:
    • reproduced, and displayed or performed for personal research or study, educational, or not-for-profit purposes without prior permission or charge provided
    • the authors, title and full bibliographic details are given
    • a hyperlink and/or URL are given for the original metadata page
    • the content is not changed in any way
  • Full items must not be sold commercially in any format or medium without formal permission of the copyright holders.
  • Some full items are individually tagged with different rights permissions and conditions.
  • Items with usage restrictions will be:
    • present as abstract or metadata only records, with pointers to full text
    • or, sorted in a restricted area of the repository

This repository is not the publisher; it is merely the online archive.

Metadata policy

  • Anyone may access the metadata free of charge.
  • The metadata may be re-used in any medium without prior permission for not-for-profit purposes provided the Open Archives Initiative (OAI) Identifier or a link to the original metadata record are given.
  • The metadata must not be re-used in any medium for commercial purposes without formal permission.

Content policy

  • This is an institutional repository.
  • The repository holds all types of digital materials.
  • The repository holds material related to the scholarly output and special collections of York St John University.
  • Material may include (not exclusively):
    • Publications
    • Conference and workshop papers
    • Theses and dissertations
    • Unpublished works and working papers
    • Datasets
    • Learning objects
    • Teaching materials
    • Multimedia and audiovisual materials
    • Software
    • Archival and specialist items
  • Material is individually tagged with its peer-review and publication status.
  • Material must be either full text or significantly representative of full text; metadata-only records are generally not accepted.
  • Principal languages: English (although other languages will be accepted).

Submission policy

  • Items may only be deposited by accredited members of the organisation, or their delegated agents.
  • Items may only be deposited by their authors, or by their authors’ delegated agents, or by an agent delegated by the institution.
  • Eligible contributors must deposit metadata (accompanying information that provides context for the item) for all their items.
  • Items are deposited into a holding area, whereupon the administrator vets items for the eligibility of authors/contributors, relevance to the scope of the repository, the exclusion of spam and the appropriateness of metadata before transferring the item to the appropriate location within the repository.
  • The validity, authenticity and legality of the content of submissions is the sole responsibility of the contributor.
  • Items can be deposited at any time, but will not be made publicly visible until any publishers' or funders' embargo period has expired.
  • Any copyright violations are entirely the responsibility of the authors/contributors – if in doubt, please refer to the Repository Librarian (
  • If the repository receives proof of copyright violation, the relevant item will be removed from the public access area immediately, in line with the Notice and Take Down Policy (below).

Preservation policy

  • Items will generally be retained indefinitely, subject to periodic review, or otherwise for a period of time agreed with the copyright holder.
  • The repository will try to ensure continued readability and accessibility.
    • Items will be migrated to new file formats where necessary. It may not be possible to guarantee the readability of some unusual file formats.
  • The repository regularly backs up its files according to current best practice.
  • Items may not normally be removed from the repository, but acceptable reasons for withdrawal include:
    • Journal publishers' rules
    • Proven copyright violation or plagiarism
    • Legal requirements and proven violations
    • National Security
    • Falsified research
    • Ethical or moral concerns
    • After periodic review
  • Withdrawn items may be deleted or at least removed from public view.
    • Withdrawn items' identifiers/URLs are retained indefinitely.
    • URLs will continue to point to 'tombstone' citations, to avoid broken links and to retain item histories, with:
      • a link to a replacement version, where available
      • a note explaining the reasons for withdrawal
  • If necessary, an updated version may be deposited.

Notice & Take Down policy

  • The repository operates an immediate notice and take down policy.
  • Grounds for complaint might include:
    • Unauthorised use by reason of reproduction and/or making available the protected material
    • Breach of any moral right (integrity/right not to have work subjected to derogatory treatment)
    • Issues on grounds other than copyright and/or related rights (e.g. defamation, breach of confidence, data protection)
  • On receipt of a complaint, the Repository Librarian will:
    • Promptly acknowledge the complaint.
    • Make an initial judgement as to the validity of the complaint, obtaining advice from the institution’s copyright advisor if necessary.
      • If the complaint is judged to be valid based on UK law, the resource will be removed from the public access portion of the repository, pending verification of the complaint.
      • If the complaint is judged to be invalid based on UK law, we will inform the complainant of this and of our reasons.
    • Inform the contributor of the resource as to the nature of the complaint, and provide the contributor with the opportunity to refute the claim.
  • The complaint will be investigated in full, and professional legal advice will be sought where necessary. At the conclusion of an investigation, both the complainant and the contributor will be contacted and informed of the outcome of the investigation, including any action taken. The University will endeavour to resolve the issue swiftly and amicably to the satisfaction of both the complainant and the contributor.
  • If the investigation finds in favour of the complainant, the resource will be removed immediately from the repository. The records and metadata relating to the resource will be retained (unless they are found to violate any person’s legal rights).
  • A copy of any complaints about the legal status of a resource will be kept. If you wish to submit a complaint, please contact in the first instance.

Accessibility policy

  • The repository is committed to making as much of the repository contents as is practical fully accessible to all audiences.
    • The repository interface will meet with all Priority 1 accessibility checkpoints, as defined by the W3C.
    • The repository interface will strive to meet with all Priority 2 accessibility checkpoints.
    • The repository interface will, where possible, meet with Priority 3 accessibility checkpoints.
    • For multimedia objects held within the repository, as full a description of the contents as possible will be provided within the object’s accompanying metadata.
  • If a user of the repository has cause to complain on an accessibility-related matter, this will be followed up according to the standard complaints procedure.

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