UCW Wise Guidelines

Collections Overview

Submissions to UCW Wise are not critically examined or internally peer-reviewed. It is the responsibility of the submitter to ensure that their work is credible and representative of UCW’s academic standing. All items that have gone through peer review with an external publisher prior to their UCW Wise submission will include this information in the metadata.

Item Types

UCW Wise accepts published journal articles, books, book chapters, conference presentations or papers, research reports, course work (including capstone projects), community engagement projects, and institutional documents.

The repository team reviews submissions of video, audio and other material not listed above on a case-by-case basis. If you are interested in submitting an item type that is not included in this list, please email wise@ucanwest.ca prior to submission. 

Collections

UCW Wise currently has three collections: Course Work, Scholarly Work, and Institutional Documents.

  • Course Work collects work produced by UCW students in one of the courses with a mandated archival policy (e.g., MBAR 661) or work produced in other courses submitted with written faculty sponsorship.
  • Scholarly Work collects work produced by UCW faculty, staff, or alumni that results from scholarly activity* and contributes to knowledge creation in a particular academic discipline.
  • Institutional Documents collects documents produced by and for UCW employees/departments in the regular course of their job responsibilities and with the purpose of capturing decisions and actions of the university. This collection excludes scholarly work.

The repository team will review and add collections to the institutional repository as UCW Wise grows over time. 

* Per UCW Policy 5003 – Scholarly Activity For Faculty, UCW subscribes to a definition of scholarly activity that includes the scholarship of teaching, application, integration, and discovery (Boyer, 1990). 

 

Metadata

Describing an item accurately can increase its discoverability. With this in mind, and to create accurate item records, the submitter must supply the repository team with the requested metadata fields at the time of the submission. It is the submitter’s responsibility to provide the repository team with accurate information that properly represents the item.

To learn more about the metadata schema in use at UCW Wise, please review the ARCA Support Metadata Guide. 

 

Retention and Withdrawal

Once an item is deposited in the repository, a persistent URL will be generated. UCW Wise is meant to be a permanent scholarly record, therefore the institutional repository will retain submitted items indefinitely.

Withdrawal Reasons

Withdrawing an item from the repository will only occur under extenuating circumstances. Acceptable reasons for withdrawal include but are not limited to:

  • Proven copyright violation or plagiarism,
  • Legal requirements and proven violations, 
  • Falsified research, or
  • Upon a written request by contributors. 

To request the removal of an item contact wise@ucanwest.ca. 

Withdrawal Process

Withdrawn items are not deleted but are removed from public view. The URL will be retained and will lead to a “tombstone” citation. This is to avoid broken links and to maintain an accurate history of repository items. The item record, or “tombstone” citation, will still existent, but the item itself will not be viewable and the metadata will not be searchable. 

 

Rights and Responsibilities

Overview

The UCW Wise repository team has the right to withdraw repository items from public view at any time (see Retention and Withdrawal above). The submitter has the right to request withdrawal of their work from public view by written request.

The UCW Wise repository team is responsible for the following:

  • Preserving all repository items
  • Making repository items accessible and discoverable according to the terms of each submission's signed UCW Wise License Agreement
  • Clearly identifying the author(s) of all repository items
  • Accurately describing repository items and inputting submitter-supplied metadata
  • Completing basic checks of publishers' self-archiving policies upon receipt of any submissions containing previously published content

The submitter is responsible for the following:

  • Verifying copyright permissions and informing the UCW Wise repository team of any relevant copyright restrictions (e.g., embargo periods). This responsibility includes liaising with co-authors and publishers, as required.
  • Providing the repository team with accurate metadata that properly represents the submission
  • Ensuring that submitted files are in a state ready for upload
  • Following the terms of their signed UCW Wise License Agreement
  • Ensuring that future publications respect the terms of their signed UCW Wise License Agreement and do not restrict any previously licensed rights.
  • Informing the UCW Wise repository team of any changes to their item’s copyright status. 

Additional Information

Both UCW Wise License Agreements (Public View and Archive Only) include a detailed list of rights and responsibilities for the Institution and the Depositor (i.e., the Submitter). The UCW Wise repository team expects submitters to read and understand these terms or ask for clarification prior to submission.