The University Special Collections Sections was designated as the University Knowledge Repository Center based on Memorandum No. 023 of 2014 issued by the then Chancellor Rex Victor E. Cruz (Appendix 4.1). Thus, the section is responsible in collecting, organizing, and preserving all the publications generated by the University of the Philippines Los Baños (UPLB). Hence, the dire need to keep all knowledge output in one database that is always available and accessible paved the way to the creation of the University Knowledge Digital Repository (UKDR).
The University Knowledge Digital Repository will serve as the official institutional repository of the knowledge output and historical materials of the UPLB. It aims to provide wider dissemination and increase the visibility of the works of different University’s constituents. It is a cloud-hosted repository that uses the Digital Commons, a showcase platform to promote the people, achievements, expertise and eventually the institution, which was developed by Berkley Press (Bepress).
- To collect the creative and scholarly output and other significant work that supports the University’s scholarly activities and reflects its cultural heritage and diversity for long-term preservation; and
- To provide structured metadata management that supports new opportunities for secured access, ethical sharing, wider dissemination, and visibility of institutional materials.
The purpose of this document is to outline the philosophies that create and shape the UPLB University Library’s Digital Repository, the processes and procedures, and the system of principles that help the collection respond to the historical significance, needs, and interest of the community.
I. Content Policy
Scope of Collection
The institutional repository constitutes the following materials:
Student’s Research and Publications -
- Capstone - Research output of the student in UP Rural High School
- Undergraduate Thesis - Research output of the undergraduate students that may be in the form of thesis, practicum report, and creative output.
- Master’s Thesis - Research output of the master degree students that may be in the form of a thesis or field study report
- Dissertation - Research output of the doctoral students
Faculty, REPS and Other Staff’s Research and Publication - The knowledge output created while being employed in the University may be stored in UKDR such as, but not limited to the following:
- Book - Books may be published within or outside the University as long as the author carries the name of the University.
- Book Chapter - Chapter in a book that may be published within or outside the University as long as the author carries the name of the University.
- Journal Article - Different types of articles published in a journal such as original research, short reports, letters, review articles, methods, case studies, et. al.
- Manual - It may include course manual, laboratory manual, lecture manual, worktext, workbook, and other materials developed to aid in the teaching and learning process and protocols in the classroom, laboratory and/or field.
- Presentation - It could be in the form of paper presentations or poster presentations that do not fall under Professorial Chair Lectures. A ppt presentation and/or video while presenting may also be uploaded as part of the knowledge output/record.
- Professorial Chair Lecture - Publications/outputs of the Professorial Chair Awardees. A ppt presentation and/or video while presenting may also be uploaded as a supplementary output/record.
- Report - It includes Terminal reports, Technical reports, and progress reports of on going/terminated research.
- Video - Official videos that documents/records the research undertakings such as, during the experiment, in the research fields, and others that are deemed important by the researcher. It shall also include official video/recordings of a presentation, speeches, lectures, research reviewes, and others that do not fall under the categories above such as sharing of expertise in an event, keynote speeches, webinar talks, and others.
Special Materials - Materials that are relevant to the history of the University
- Report - Official report of the Administration such as the Office of the Chancellors, Office of the Vice Chancellors, College, Department, or Institute such as an annual report, term-end report, accomplishment report, and others.
- Newsletter and Bulletin - Official newsletter and bulletins of the University and the different College, Department, Institute, Unit, and Official organizations
- Yearbook - Official yearbook of the College, Department, or Institute.
- Photograph - Photographs of the official event of the University, Colleges, Units, and official Organization. This also includes old and new building facades, facilities, parks, and tourist spots within the University. Also, photos of the prominent persons such as the present and previous Chancellors, Vice Chancellors, College Deans, Unit Heads, the Best and the Brightest Alumni, and organization leaders. Other photographs that are considered important in the history of the college may be uploaded in the UKDR.
- Video - Videos of the official event of the University, Colleges, Units, and official Organization. This also includes videos of the building facades, facilities, parks, and tourist spots within the University.
- Memorabilia, Artifacts, Souvenir Programs - The actual material will be stored in the University Library while the documentation that will be uploaded in UKDR may be in the form of photographs and/or videos.
Type of Digital Collections
Content deposited in UKDR may be:
- Born digital - files that are created and managed in digital form and in their original format (as submitted by the author) such as word processing files, spreadsheets, pdf’s, etc.
- Digitized material - created by scanning or converting from analog format to digital format
- Preservation copies - files that are migrated to other formats to ensure long term preservation
II. Submission Process
The submission process guidelines are stated below:
- The work must be an original knowledge output of the author and with historical significance to the University.
- The author has the right to deposit the content, however, it is encouraged to consult UPLB TTBDO for possible IP in the works before submitting to the repository. Once identified with IP protection, it may still be submitted to the repository but with restricted access.
- For published works or covered under the copyright law, the author must review the publisher’s policies if depositing to the institutional repository is permitted or could opt to below listed item no. 6.c. - Restricted/6.d. - UPLB Constituents.
- For joint works, the author may still have the right to deposit the work but it is encouraged to obtain permission from the co-authors or could opt to below listed item no. 6.c. - Restricted/6.d. - UPLB Constituents.
- If the author doesn't have the right to deposit the work, it may still be added in the repository by providing the metadata and link to the work (Item no. 6.c. - Restricted).
- It is encouraged that authors may attribute their work under a Creative Commons License but they may also select from the options indicated below:
- Open Access - Full-text access to the work and the general public are allowed to print, copy, or distribute the work on a condition that proper attribution is given to the copyright owner.
- Under Embargo Period - Restricted for a certain period and after the embargo date, your work will be considered Open Access or for UPLB Constituents.
- Restricted - Only the preliminary pages (Title page, Table of Contents, Abstract) or metadata of the materials will be publicly available but the copy of the work will be stored for preservation purposes.
- For UPLB Constituents - The general public can only access the metadata and the preliminary pages while the UPLB constituents can access the full copy of the material, provided that they create an account in UKDR.
- Portable Document Format (PDF/A) is the preferred format to be submitted and uploaded in UKDR. While for videos, MP4 is the most suitable file. In some cases, we still accept other formats but it will be converted to PDF or MP4, depending on the type of content.
- There were three options on how to submit your work.
- Fill out the submission form via the UKDR website depending on the type of materials.
- Submit your work to the designated staff assigned by your college, department, institute or unit, or through your College Librarians and they will forward it to the University Library.
- Directly email the content administrator at firstname.lastname@example.org
- Once the work has been received by the content administrator, it will undergo three processes:
- The content administrator will evaluate the submitted work based on the scope of collection stated in the policy and ensure the readability or accessibility of the attached file/s. Please take note that it is the responsibility of the contributor/author to ensure that they have the right to deposit the work. It is assumed that all works submitted do not have a conflict of interest with other parties such as the publisher or other institution.
- The content builder will then encode the metadata, upload the file, or link to the remote site.
- The content reviewer will finalize the record and ensure the correctness of the information and the attached file/s. They are also responsible in notifying the author/contributor that the work is successfully deposited in the UKDR.
III. Copyright and Licenses
The UKDR is managed in accordance with the Intellectual Property Code of the Philippines, the Revised Intellectual Property Rights (IPR) Policy of the University of the Philippines System and the Technology Transfer Act of 2009.
- Content Submitters Copyright
- The author retains the copyright of their work stored in UKDR and is not transferred to the University Library unless stated.
- The author may reuse the work or submit it for publication, but they must check the publisher’s policy if they allow that the work is deposited in an institutional repository.
- In case the publisher holds the copyright of the work, it is the responsibility of the author/creator to obtain permission from the publisher to deposit the work in the repository.
2. UPLB University Library License
- Upon signing the Author Permission Statement, it grants the University Library a non-exclusive worldwide, royalty free license to reproduce, upload, and disseminate the work or depend on the rights granted by the author.