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UWDC Operating Guidelines

The purpose of these guidelines is to clarify the lines of responsibility for projects. Particularly, to define what tasks will be the responsibility of the content owner, the individual university libraries, and what will be those of the UWDC Center.

1) Campus involvement. Only projects endorsed by a UW library will be considered. The library at each campus providing material will be that campus’ liaison and project coordinator to the UWDC Center. This relates to copyright permissions, communications and curatorial responsibilities for using materials, which are provided by faculty or non-library staff/units, as well as for those from the library.

The purpose of this approach is to insure that the library is aware of any interaction with other persons or units of its campus involved in any digital project. It also results in the faculty or campus unit seeing her/his own library as being the coordinator for the material being digitized.

2) Copyright Permissions/Compliance. The owner of the material and content will be responsible to insure that copyright permissions are on file at the campus library, in writing, if the material is under copyright. The Project Owner will be responsible for insuring that the necessary permissions are filed with the library, even for content from outside the library.

The UWDC Center will prepare a MoU for each project, which will be signed by the UWDC Center and the content owner(s), stating that the copyright permissions are the responsibility of the owner, and any necessary permissions are on file, in writing, with the library. The UWDC Center will not request nor maintain a copy of the written permissions.

For content which is provided by faculty or staff, the library at that person’s home institution will be responsible to insure that copyright permissions are on file in the library, if needed.

See attachment for general policy for Copyright and Permissions, which will become part of each MoU. This can also be shared w/ faculty or units providing materials. Any projects requiring exceptions will have them clarified in the MoU, e.g. copyright for the scan may be given to the content owner. [note: This document is not ready for distribution, but I think it needs to be referenced here.]

3) Project Owner. The project owner is the designated library staff person at the campus which provides the content. For faculty owned content, the Project Owner, in terms of the UWDC processing, will be a designated library staff member, who will serve as liaison between the UWDC Center and the faculty or staff person.

This will insure that the library is involved in any project involving faculty or staff from any campus.

4) Content Owner. The content owner will be the person, department or campus unit who legally owns the material. For library material, the content owner and the project owner may be the same.

5) Curatorial Role. The Project Owner will be responsible for all materials being delivered to the UWDC Center and providing the necessary curatorial role for organization and text needed to complete the project, such as “About Files”. While expected that the Project Owner may ask the Content Owner to prepare such, the Project Owner is responsible to insure that it is completed.

6) Memorandum of Understanding. Each project will be described in a MoU, which will be signed by the parties providing material for the digital resource, the UWDC Center, and UW System Administration OLIT. The MoU will describe the responsibilities of all parties, the size of the project (number of images, records, pages of manuscripts, etc.) and estimate the amount of time and costs to complete the work. The MoU may define a project as one that will grow over time, but the current MoU will identify the amount of material and effort required for the proposed phase.

7) The MoU emphasizes the importance of the initial discussions, which outline the scope of the project and identify expectations to insure that the final results are consistent with the Content Owner’s expectations. All parties will be involved in defining the MoU, the overall project plan, and final project tuning. There will also be on-going discussions to insure that the emerging project is in line with expectations.

8) Each project will have a finite scope and time-period for development. While some projects may have ongoing additions, the project will define a specific end product. Subsequent proposals can be submitted to the Advisory Committee to extend the project, add materials or revise the final product.

9) All projects approved by the Advisory Committee will be considered part of the University of Wisconsin Digital Collections and accessible from that web site.

UWDC Operating Guidelines

February 8, 2002