This page explains how to comply with the UIR copyright policy with regard to publishers' policies, and how to check that your publisher permits you to self-archive your work. Checklists for depositors and editors are included in their respective workflows when logged in to the UIR. The University's Copyright Policy is available on the University network.
Metadata for any item can be added to the repository, and can include a DOI or URL which links to the publisher's online version of the item. If you are including full text*, it must be with the publisher's permission, and must also be the appropriate version of the document(s).
Checking compliance with publishers' policies is the responsibility of the depositor. The following paragraphs provide information on how to do that.
The editorial review will include a check of each publisher's policy with regard to self-archiving. The editor can restrict access to the full text until any queries about permission are resolved, but the metadata will continue to be available in the UIR.
* Full text refers to the final published version in any form or format (e.g., text-based, audio, visual or sound).
If you do not have a copy of the your agreement with the publisher of an item, or if the agreement does not address the question of self-archiving, you may find the SHERPA/RoMEO list on Publisher copyright policies & self-archiving useful in establishing what permissions are granted by publishers.
The SHERPA/RoMEO list is a fairly good guideline, but you should also check the publisher's policy on their website as there may be restrictions for particular journals, for institutional repositories, or on which version of the work can be used (see below for more information on versions).
There is usually a link to the appropriate part of a publisher's website in the SHERPA/RoMEO details.
If your publisher does not give general permission for work to be deposited in an institutional repository, and if your agreement with the publisher for this work does not specifically grant you such permission, it is your responsibility to obtain that permission directly from the publisher for your work. A template letter for requesting permission is available from the SHERPA website.
Until permission is granted, access to the full text of the item will be restricted and only the metadata associated with the item will be made publically available in the UIR.
Checking publisher embargo periods and setting them appropriately is the responsibility of the depositor.
A publisher's embargo on an item in the repository is lifted automatically once the embargo date has passed.
Many publishers now allow authors to put the publisher's final PDF version of an article in an institutional repository. These publishers are sometimes referred to as green or blue, which is a reference to the colour-coding used by SHERPA/RoMEO.
Some publishers who allow self-archiving specify that the author's accepted and post-refereed final version, rather than their publisher's final PDF for which the publisher holds formatting rights, must be the version used.
The author's final version can be replaced by the publisher-formatted PDF when this is permitted by the publisher.
Please contact the UIR administrators if you have any questions about the UIR copyright policy.
Please contact the University Copyright Officer if you have any queries about Ulster's copyright policy.
Copyright checklist for depositors