Nottingham eTheses: Responsibilities and Policies

Nottingham eTheses comprises:

  1. The "User's work area", in which metadata and full-data items are initially submitted. Items in the work area are visible only to the depositor.
  2. The "Under review" buffer, where metadata and full-data items are held for validation by the Archive Administrator (according to Submission Policy para 3). Before validation, they may be recalled by the depositor into the User's work area. After validation they are either transferred to the Archive, or - if an embargo on their accessibility has been agreed - held in the buffer until the embargo expires. Items in the "Under review" buffer are visible only to the Archive Administrator.
  3. The "Live Archive", in which validated metadata and full-data items are held permanently and made available to anyone, under the terms of the Metadata Policy and the Data Policy.
"Depositors" are defined in the Submission Policy. The "Archive Administrator" is a member of the Cataloguing & Metadata Team (Information Services).


Metadata Policy

Covers the information in Nottingham e-Theses which describes the full data items in the Archive
  1. Anyone may access the metadata free of charge.
  2. The metadata may be re-used in any medium without prior permission for not-for-profit purposes and re-sold commercially provided the OAI Identifier or a link to the original metadata record are given.

Data Policy

For full-text and other full-data items in the Archive
  1. Anyone may access full items free of charge.
  2. Copies of full items generally can be:
    • reproduced, displayed or performed, and given to third parties in any format or medium
    • for personal research or study, educational, or not-for-profit purposes without prior permission or charge.
    • provided that:
      • the authors, title and full bibliographic details are given
      • a hyperlink and/or URL are given for the original metadata page
      • the original copyright statement is given
      • the original rights permission statement is given
      • the content is not changed in any way
  3. Full items must not be sold commercially in any format or medium without formal permission of the copyright holders.
  4. Some full items are individually tagged with different rights permissions and conditions, which will have precedence over the terms of 1-3 above.

Content Policy

Types of document & data set held
  1. This is an institutional repository.
  2. Subject Specialities: Multidisciplinary
  3. Nottingham eTheses contains only Theses for which the following degrees are awarded by the University of Nottingham:
    • Doctoral degrees
    • M.Phil
    • M.Res.
    • M.A. by research
    • M.Sc. by research

Submission Policy

Depositors, quality & copyright
  1. Items may only be deposited by academic staff, and registered students of the institution, or their delegated agents.
  2. Authors may only submit their own work for archiving.
  3. The administrator only vets items for the eligibility of authors/depositors, relevance to the scope of Nottingham eTheses, valid layout & format, and the exclusion of spam
  4. The validity and authenticity of the content of submissions is checked by internal subject specialists.
  5. Items may not be deposited until any publishers' or funders' embargo period has expired.
  6. Any copyright violations are entirely the responsibility of the authors/depositors.
  7. If Nottingham eTheses receives proof of copyright violation, the relevant item will be removed immediately.

Preservation Policy

Retention, preservation and continuing accessibility of items
  1. Items will be retained indefinitely.
  2. Nottingham eTheses will try to ensure continued readability and accessibility.
    • Items will be migrated to new file formats where necessary.
    • Where possible, software emulations will be provided to access un-migrated formats.
    • It may not be possible to guarantee the readability of some unusual file formats.
  3. Nottingham eTheses is working with external partners to:
    • convert or migrate file formats
    • develop and implement software emulations for old file formats
    • record preservation metadata
  4. Nottingham eTheses regularly backs up its files according to current best practice.
  5. The original bit stream is retained for all items, in addition to any upgraded formats.
  6. Items will not normally be removed from Nottingham eTheses, but may be removed from public view.
  7. Acceptable reasons for withdrawal include:
    • Proven copyright violation or plagiarism
    • Legal requirements and proven violations
    • National Security
    • Falsified research
  8. Withdrawn items' identifiers/URLs are retained indefinitely.
  9. URLs will continue to point to 'tombstone' citations, to avoid broken links and to retain item histories.
  10. Changes to deposited items are not permitted.
  11. Errata and corrigenda lists may be included with the original record if required.
  12. If necessary, an updated version may be deposited.
    • The item's persistent URL will always link to the latest version.
    • There will be links between earlier and later versions, with the most recent version clearly identified.
  13. In the event of Nottingham eTheses being closed down, the database will be transferred to another appropriate archive.