Friday, Oct. 27
Making Textbooks and Course Readers Affordable
11 a.m.-12:30 p.m. | Wurster Hall, Environmental Design Library
Do you wonder how to make your assigned readings more affordable, and how much time and effort you’d need to invest? The University Library and Center for Teaching and Learning have partnered in an innovative pilot program to reduce course content expenses and incentivize the creation of high quality, free, and open course materials. In this panel event, you’ll hear from participating faculty and lecturers who will discuss their experiences and provide practical tips from the leading edge of course content affordability. Refreshments will be provided.
Friday, Dec. 8
Open Textbook Workshop – Faculty & Lecturers
9:30 a.m. – 11:30 a.m. | Academic Innovation Studio, 127 Dwinelle Hall
Are you an instructor who is concerned about the impact of high textbook costs on your students? Do you want to adopt or create innovative pedagogical materials? Explore possible open textbook solutions by attending a two hour workshop and writing a short textbook review. The Library will provide you with a $200 stipend for your efforts! Space is limited, so please submit a very brief application form: http://bit.ly/facultyOpenTextwkshp
Friday, Dec. 8
Open Textbook Workshop – Staff & Campus Partners
12:45 p.m. – 2:45 p.m. | Academic Innovation Studio, 127 Dwinelle Hall
Are you a UC Berkeley staff or affiliate who is concerned about the impact of high textbook costs on students, or you are working with a faculty member who is? Do you want to support the adoption or creation of innovative pedagogical materials? Learn the landscape, opportunities, and challenges for adopting and creating open textbooks, and how to discuss whether open textbooks are a good fit.
Tuesday, Feb. 20
Publish Digital Books and Open Textbooks with Pressbooks
1:10-2:30 p.m. | Academic Innovation Studio, Dwinelle Hall 117 (Level D)
If you’re looking to self-publish work of any length and want an easy-to-use tool that offers a high degree of customization, allows flexibility with publishing formats (EPUB, MOBI, PDF), and provides web-hosting options, Pressbooks may be great for you. Pressbooks is often the tool of choice for academics creating digital books, open textbooks, and open educational resources, since you can license your materials for reuse however you desire. Learn why and how to use Pressbooks for publishing your original books or course materials. You’ll leave the workshop with a project already under way!
Open Access connects your scholarship to the world, and helps you gain global readership. For the week of Oct. 23-27, the UC Berkeley Library is highlighting these connections.
You can attend five exciting workshops and panels that bridge real-world scholarly publishing skills with the connectedness that open access offers.
What’s Open Access?
Open Access (OA) is the free, immediate, online availability of scholarship. Often, OA scholarship is also free of accompanying copyright or licensing reuse restrictions, promoting further innovation. OA removes barriers between readers and scholarly publications—connecting readers to information, and scholars to emerging scholarship and other authors with whom they can collaborate, or whose work they can test, innovate with, and expand upon.
Open Access Week @ UC Berkeley
OA Week 2017 is a global effort to bring attention to the connections that OA makes possible. At UC Berkeley, the University Library—with participation from partners like the Graduate Division, California Digital Library, Center for Teaching & Learning and more—has put together engaging programming demonstrating OA’s connections in action. We hope to see you at the events, where you can continue to build your scholarly publishing skills.
Refreshments provided at all events, and attendance enters you into raffle for prizes! To find out more about each event, please visit our Scholarly Communication Events page.
Monday, Oct. 23
Copyright and Your Dissertation
1-2:30 p.m. | 309 Sproul Hall
From the beginning of the writing process to submitting and publishing your dissertation or thesis, we will walk you through a useful workflow for addressing copyright and other legal considerations.
Tuesday, Oct. 24
First Books & Publishing Your Dissertation
2-3:30 p.m. | 309 Sproul Hall
Hear from expert panelists about what happens once you submit your dissertation, how to shape your dissertation’s impact, and how to go about publishing your first book.
Wednesday, Oct. 25
Increasing and Monitoring Scholarly Impact
10-11:30 a.m. | 309 Sproul Hall
Discover strategies and tips for preparing and promoting your scholarship, and the best ways to monitor and increase your citations and success. You’ll also learn how to: understand metrics, select and use scholarly networking tools, choose reputable open access journals and publishing options, and participate in open access article and book funding opportunities.
Thursday, Oct. 26
Understanding the (Changing) Realm of Peer Review
1-2:30 p.m. | 309 Sproul Hall
Are you publishing an article or reviewing someone else’s work? Panelists demystify the peer review process, what’s expected of you and what you’ll experience, and how the world of peer review is evolving with new models that foster transparency and impact.
Friday, Oct. 27
Making Textbooks and Course Readers Affordable
11 a.m.-12:30 p.m. | Wurster Hall, Environmental Design Library
Do you wonder how to make your assigned readings more affordable, and how much time and effort you’d need to invest? The University Library and Center for Teaching and Learning have partnered in an innovative pilot program to reduce course content expenses and incentivize the creation of high quality, free, and open course materials. In this panel event, you’ll hear from participating faculty and lecturers who will discuss their experiences and provide practical tips from the leading edge of course content affordability.
We hope to see you there!
By letter to University of California President Janet Napolitano, the Academic Council has enthusiastically endorsed and affirmed university-wide commitments to make UC research and scholarship as freely and openly available as possible.
The letter of the Academic Council, which advises the UC President on behalf of the Assembly, updates President Napolitano on various campus efforts to fulfill the University’s mission of providing long-term societal benefits through transmitting advanced knowledge. As the Council notes, one way that the University has been working to achieve its mission is through implementation of the 2013 Open Access policy, pursuant to which UC scholars widely disseminate their scholarship by making copies available open access (OA). OA promotes free, immediate access to research articles and the rights to use these articles to advance knowledge worldwide.
“As the nation’s largest public research institution and a source of two percent of the world’s research literature,” explains Jim Chalfant, Academic Council Chair, “the University of California is uniquely positioned to further this goal for the benefit of people all over the world who currently do not have access to the vast majority of scholarly research articles.”
Indeed, since the adoption of the 2013 OA policy, the ten UC campuses have made important progress toward increasing both the dissemination and impact of UC scholarship while reducing barriers to readership.
One way in which the Berkeley campus has contributed to a more open scholarly landscape is by engaging in open access initiatives such as OA2020, noted in particular in the Council’s letter. OA2020 is an international movement, led by the Max Planck Digital Library in Munich, to convert the entire corpus of scholarly journal literature to open access by the year 2020. The OA2020 movement intends to accomplish this “flipping” by encouraging institutions to convert resources currently spent on journal subscriptions into funds that support sustainable OA business models. Berkeley signed the OA2020 Expression of Interest in March 2017 along with UC Davis and UCSF.
In affirming UC Berkeley, UC Davis, and UCSF’s participation in OA2020 and similar initiatives, the Academic Council avows OA2020’s alignment with both the 2013 OA policy and the UC’s mission to conduct research in the public interest and serve society. Accordingly, both the Council and the Academic Senate’s Committee on Library and Scholarly Communication “support all efforts by UC campuses to promote open access to scholarly research, both in the service of the University’s Open Access mission and in the service of similarly-oriented global missions such as OA2020.”
To learn more about why UC Berkeley, UC Davis, and UCSF signed the OA2020 Expression of interest, please see our joint statement, Why OA2020? (attached as Appendix C to the Academic Council’s letter), or our website, OA2020.us.
To discover more about the many initiatives in which the UC Berkeley Library engages to advance progress toward sustainable open access publishing, please see our Scholarly Communication Services page about our Open Access Initiatives.
We warmly welcome opportunities to talk more about these efforts, so please feel free to reach out to us: firstname.lastname@example.org.
Dear UC Berkeley faculty and lecturers,
We can help you make your assigned readings and textbooks more affordable to students. The Library and the Center for Teaching & Learning have launched two pilot programs for Fall 2017, for which your participation can save students potentially hundreds of dollars each.
The first pilot service aims to reduce the cost of your print course packs through Library-assisted syllabus processing. We will locate copies of open, free, or Library-licensed versions of your assigned readings so the overall price of the print course pack or course reader is reduced.
The second service provides you with grants to either use, adapt, or develop open or library-licensed electronic textbooks and course materials. This can help save students the cost of purchasing expensive textbooks.
Please fill out this brief form if you are interested in participating in one or both pilots (described more fully below), and we will contact you soon with details.
Pilot 1 (Course Packs): Do you assign your students a print course pack for purchase? We can help reduce the cost of that print course pack.
With the first piloted service, the Library will process your syllabus for you and search for your required readings to locate copies of open, free, or Library-licensed versions of assigned readings.
If open, free, or Library-licensed versions are available, we will give you links or PDFs to post to bCourses at no cost to your students, reducing any remaining readings that a student would have purchased as part of a print course pack.
We will also provide guidance to you for making fair use decisions–further reducing the cost of course packs, because we can help you limit instances in which a third party copy center would need to secure copyright clearance for assigned readings.
Pilot 2 (Grants): If you assign textbooks or other books, will you let us pay you from $500 up to $5,000 to switch to an electronic version of that book or to an equivalent eBook or combination of books? Or will you let us help you in adopting, adapting, or designing your own open and electronic course materials?
The Library and the Center for Teaching and Learning are offering grants and programmatic support to instructors to enable you to link to open or Library-licensed electronic textbooks or other eBooks–or even to design your own.
The grants range in value from $500 (e.g. for switching one required print book to a Library-licensed electronic book that can be linked to in bCourses) all the way up to $5,000 to receive programmatic support to design your own open & electronic course materials for students so they don’t have to purchase expensive textbooks.
The Center for Teaching & Learning and the Library can also help you find campus support to update any other attendant PowerPoints, assignments, or materials that need alteration following a change in assigned books or textbooks.
If you have any questions, please contact the Library’s Scholarly Communication Officer, Rachael Samberg: email@example.com. You can also find out more about affordable course content in our Guide to Open, Free, & Affordable Course Materials.
The Library is expanding the Berkeley Research Impact Initiative (BRII) program so that Berkeley authors can publish scholarly books open access at zero or substantially reduced costs—making these books free and accessible to readers around the globe.
The BRII program fosters broad public access to the work of Berkeley scholars by encouraging the Berkeley community to take advantage of open access (OA) publishing opportunities. OA literature is free, digital, and available to anyone online. With barrier-free access, researchers and decision-makers from anywhere in the world can read the scholarly output of UC Berkeley authors.
“OA publishing is helping us advance the relevance and reach of our science so that it can get in front of the people who need to be seeing it, and who are in a position to act upon the results of our research in ways that we as scientists alone can’t,” says Rachel Morello-Frosch, UC Berkeley Professor of Environmental Science, Policy and Management. “BRII helped me make access to my research affordable and it wiped away a lot of barriers.”
Morello-Frosch has published several articles OA using BRII funds. The funds are applied toward article processing charges (APCs), which many journal publishers impose on authors and which can range from $750-$3500 or more. These fees serve to replace revenue the publisher would have generated via library subscriptions if access to the journal had been licensed by the library for campus readers. BRII began in 2008 by redirecting a small amount of Library collections funds to help authors cover these APCs for open access journals so that Berkeley authors could participate in the wider dissemination that OA publishing offers.
While many scholars in the humanities and social sciences publish in OA journals, they also publish scholarly books, termed “monographs”. These books become a critical component of professional credentialing, yet their readership is limited by the same kinds of access barriers endemic to subscription-based journals: The scholarly books are quite expensive, and increasingly fewer libraries can afford to purchase them. By expanding BRII to also cover the publishing fees for OA books, BRII can help Berkeley authors publish long-form scholarship that can be read by anyone at no cost.
These digital editions of peer-reviewed and professionally edited OA books typically offer readers more than just the text itself. Digital monographs can also incorporate multimedia with the text, include annotation and commenting tools, and provide platforms that further encourage the development of innovative scholarship.
University presses’ funding models for financing OA books are innovative and evolving. UC Press’ Luminos program, for instance, is formulated as a partnership in which costs and benefits are shared by member organizations. Many academic publishers also offer a print or print-on-demand version of the book for sale to readers who prefer hard copies, further enabling cost recovery through traditional print sales. Some publishers have found that making the book available OA not only drives up digital readership but also print sales, too.
At their core, most OA book funding models typically charge academic authors the equivalent of an APC. Yet, given the greater investment needed to create and edit longer and more complex manuscripts, the book processing charges (BPCs) can range upwards of $7000. This sum can be out-of-reach for humanities and social sciences authors if available funding sources do not adequately cover research and publication needs.
To address this situation, in this first pilot year of funding BPCs, BRII will offer $7500 a piece in publishing fees for up to three OA scholarly books.
“The expanded BRII program will support increased OA publishing by Berkeley humanists and social scientists, and augment the reach of their work,” explains University Librarian Jeffrey MacKie-Mason. “We aim to democratize scholarly publishing by lowering access barriers and increasing Berkeley impact, and subvention funding for OA books allows us to do just that.”
To learn more about the expanded BRII program, please see the updated BRII guide. With questions about obtaining BRII funding, contact firstname.lastname@example.org.
This post originally appeared on the University of California Office of Scholarly Communication‘s blog, March 6, 2017.
The University of California Office of Scholarly Communication (OSC) and the University of California Libraries issue the following statement in response to recent actions by the new federal administration and in order to address resulting concerns about continued open access to and preservation of information, scholarship, and knowledge.
The unfettered exchange and careful preservation of information are fundamental to democracy, progress, and intellectual freedom. The critical research and scholarship conducted by government entities and academic institutions worldwide safeguard and support human rights, public health, the environment, artistic and literary enterprise, scientific and technological innovation, and much more. This scholarship is critical for informed discourse and policy development throughout society. As such, the fruits of governmental and scholarly research—the data and documentation generated and released—must remain publicly available and must not be suppressed, endangered, or altered to serve political ends.
To encourage broad dissemination of research and scholarship, the faculty of the University of California and the UC President have implemented open access policies that echo many of the open data and scholarship mandates adopted by the federal government. Recognizing that open access to research increases scientific, scholarly, and critical knowledge, the UC system has committed, via these policies, to making all UC scholarly articles widely and freely accessible, regardless of access restrictions elsewhere. Now more than ever, UC faculty and staff’s participation in these open access policies is fundamental to ensuring persistent, unfettered access to valuable data and research.
OSC and the UC Libraries are working to protect public access to government data and research in the event that the original sources for these materials should be compromised. In the coming weeks, OSC and librarians on each of the UC campuses will identify specific actions to be taken to ensure that research data, publications, and scholarship remain accessible and discoverable. These efforts are not intended to supplant the authoritative sources for government data, publications, and information. Rather, we are working to make certain that these materials remain shielded from inappropriate political influence or suppression.
We support similar information rescue and preservation efforts taking place around the country and encourage other institutions to join in this commitment. We look forward to seeing statements from our peer institutions (and encourage any who wish to borrow or adapt ours), and we welcome opportunities to work with these institutions on projects supporting access to and preservation of the scholarly record. In particular, we offer our collaboration to those working in disciplines or within organizations facing new threats.
In the meantime, we wish to underscore our commitment to advocating not only for researchers and authors at UC campuses, but also for scholars and readers worldwide, and to emphasize our dedication to ensuring information access as an essential public good. We will continue to champion these professional and democratic values and to challenge any policies or practices that levy obstacles to intellectual exchange.
Please join Science Data & Engineering Librarian Anna Sackmann and Scholarly Communication Officer Rachael Samberg for practical tips about why, where, and how to publish and license your research data.
Why Should We Care About Publishing Research Data?
Sharing research data promotes transparency, reproducibility, and progress. Indeed, it can spur new discoveries on a daily basis. It’s not atypical for geneticists, for example, to sequence by day and post research results the same evening—allowing others to begin using their datasets in nearly real time (see, for example, Pisani & AbouZahr’s paper about this data publishing cycle). The datasets researchers share can, in turn, inform business or regulatory policymaking, legislation, government or social services, and much more.
Publishing your research data can also increase the impact of your research, and with it, your scholarly profile. Depositing datasets in a repository makes them both visible and citable. You can include them in your CV and grant application biosketches. Conversely, scholars around the world can begin working with your data and crediting you. As a result, sharing detailed research data can be associated with increased citation rates (check out this Piwowar et al. study, among others).
Publishing your data may also be required. Federal funders (e.g. National Institutes of Health), grant agencies (e.g. Bill & Melinda Gates Foundation), and journal publishers (e.g. PLoS and other journals listed in this Open Access Directory) increasingly require that datasets be made publicly available to readers—often immediately upon associated article publication.
How Do We Publish Data?
Merely uploading your dataset to a personal or departmental website won’t achieve these aims of promoting knowledge and progress. Datasets should be able to link seamlessly to any research articles they support. Their metadata should be compatible with bibliographic management and citation systems (e.g. CrossRef or Ref Works), and be formatted for crawling by abstracting and indexing services. After all, you want to be able to find other people’s datasets, manage them in a your own reference manager, and cite them as appropriate. So, you’d want your own dataset to be positioned for the same discoverability and ease of use.
How can you achieve all this? It sounds daunting, but it’s actually pretty straightforward and simple. You’ll just want to select a data publishing tool or service that is built around both preservation and discoverability: It should offer you a stable location or DOI (which will provide a persistent link to your data’s location), help you create sufficient metadata to facilitate transparency and reproducibility, and optimize the metadata for search engines.
For instance, UC’s Dash tool is a terrific and easy-to-use solution that preserves and publishes your datasets. At the Feb. 16 workshop we’re hosting, you can learn more about how to prepare, describe, and upload your data for deposit and publishing with Dash and other tools.
We also recommend that, if your chosen publishing tool enables it, you should include your ORCID (a persistent digital identifier) with your datasets just like with all your other research. This way, your research and scholarly output will be collocated in one place, and it will become easier for others to discover and credit your work.
What Does it Mean to License Your Data For Reuse?
Uploading a dataset—with good metadata, of course!—to a repository is not the end of the road for shepherding one’s research. We must also consider what we are permitting other researchers to do with our data. And, what rights do we, ourselves, have to grant such permissions—particularly if we got the data from someone else, or the datasets were licensed to us for a particular use?
To better understand these issues, we first have to distinguish between attribution and licensing. Citing datasets is an essential scholarly practice. But the issue of someone citing your data is separate from the question of whether it’s permissible for them to use the data in the first place. That is, what license for reuse have you applied to the dataset?
To try to streamline ownership and copyright questions, and promote data reuse, often data repositories will simply apply a particular “Creative Commons” license or public domain designation to all deposited datasets. For instance:
- Dryad and BioMed Central repositories apply a Creative Commons Zero (CC0) designation to deposited data—meaning that, by depositing in those repositories, you are not reserving any copyright that you might have. Someone using your dataset still should cite the dataset to comply with scholarly norms, but you cannot mandate that they attribute you and cannot pursue copyright claims against them.
- UC Dash applies a Creative Commons Attribution (CC-BY) license to datasets deposited by UC researchers. This means that someone using your Dash-deposited dataset not only should cite it to adhere to scholarly norms, but also is required to attribute you as the author.
What’s the Right License or Designation for Your Data?
Well, sometimes you don’t have a say in the matter, as your funding agreement or the repository you choose dictates the license applied. Otherwise, it’s worth considering what your goals are for sharing the data to begin with, and selecting a designation or license that both meets your needs and fits within whatever ownership and use rights you have over the data. Your Scholarly Communication Officer or librarian can help you with this.
Bear in mind that ambiguity surrounding the ability to reuse data inhibits the pace of research. So, try to identify clearly for potential users what rights are being granted in the dataset you publish.
How To Learn More if You’re a UC Berkeley Researcher
Come to the workshop, of course! For data publishing questions, contact the Research Data Management team at email@example.com. With questions about data ownership, copyright, or licensing, contact the Library’s Scholarly Communication Officer at firstname.lastname@example.org. You can also check out the Research Data Management website for more on preserving and disseminating your data. In the meantime, we hope to see you at the workshop next week!
by Rachael Samberg in Scholarly Communications on February 9th, 2017
Join faculty, students, and colleagues for wine and cheese as the UC Berkeley community recognizes and discusses UCB open access papers at the BRII & Brie Author Recognition Event (open to all) being held in Morrison Library on Feb. 22, 2017 from 5:00-6:30 p.m.
We’re Celebrating Because You’ve Published For Impact
You’re over the moon because your new paper has just been accepted to a high-impact journal that is published open access—free, digital, and available to anyone online. You chose this journal because open access (OA) publishing can promote increased readership by lowering access barriers, and can spur innovation through fewer restrictions on use.
But suddenly you’re faced with a quandary: There’s a steep fee to make all this happen—an “article processing charge” (APC), typically somewhere between $650-$3,500, that authors are asked to provide to publishers for OA publication in lieu of typical print-subscription fees paid for by libraries. You want people to read and cite your scholarship, and you hope to advance knowledge by enabling maximal use of your scholarly output. But how can you finance and participate in this new scholarly publishing landscape?
One option is to deposit a copy of the article you submitted into a repository, in keeping with the UC system’s OA policy. (For more on the OA policy, see the UCOP Office of Scholarly Communication’s helpful guide.) To that end, UC scholars and staff can deposit pre-print copies of their publications in eScholarship (the repository created by California Digital Library), or can choose a discipline-specific repository like arXiv or the new Humanities Commons.
Depositing preprints and making them available at no cost to the public in this fashion can have remarkable impacts for building knowledge and augmenting your academic reputation. Yet, there is still one other parameter of an APC-based OA publishing system that remains to be addressed: covering the APC, itself. What can you do when an esteemed open access journal like BMC Biology asks you to provide $2,785 to publish your accepted paper in their online journal? Maybe you have grant funds to cover this APC, but maybe you don’t, and maybe you don’t have a grant at all.
What’s The Solution?
UC Berkeley’s Library can help, and we’re about to start celebrating that. The Berkeley Research Impact Initiative (BRII) makes APC funding available to UC Berkeley authors (current faculty members, post-docs, students, researchers) and publishers (campus Centers, Organized Research Units, and Departments) to make your publications free to all readers immediately upon publication—thereby also helping to increase the impact of your scholarship.
Started in 2008, BRII has provided around $400,000 of funding for several hundred articles and publications across numerous discipline areas. In a 2016 paper, authors Teplitzky and Phillips reported that 89% of responding BRII recipients agreed that the availability of BRII to help pay the APC or open access fee for their article affected their decision about where to publish, and 44% had not published an open access article prior to the one funded by BRII. Most respondents (82%) believed their article had a greater impact overall because it was OA.
Let’s Celebrate UC Berkeley Scholarship!
So, it’s high time to recognize the scholarship of BRII-funded authors, and raise awareness about available BRII funding. That’s exactly what the Library will be doing with the BRII & Brie Author Recognition Event (open to all) being held in Morrison Library on Feb. 22, 2017 from 5:00-6:30 p.m.
You can hear remarks from University Librarian Jeff MacKie-Mason and BRII-funded faculty members about their scholarship, and the impact of BRII and open access. There will also be a lightning round of paper discussions by attending BRII recipients, so you can learn more about the OA scholarship being created here at UC Berkeley. BRII-funded works will also be displayed, so if you already are a BRII recipient, please RSVP by January 20 to have your work shown at the event.
We hope you’ll join us to celebrate your colleagues in an evening of learning and author recognition. If you know little about OA or BRII, but aspire to publish, please join us to find out more about this important funding program. RSVP here!
Opening the Conversation About DH Project Preservation
By Rachael G. Samberg & Stacy Reardon
After intensive research, hard work, and maybe even fundraising, you launch your digital humanities (DH) project into the world. Researchers anywhere have instant access to your web app, digital archive, data set, or project website. But what will happen to your scholarly output in five years? In twenty-five? What happens if you change institutions, or institutional priorities shift? Will your digital project be updated or forced to close up shop? Who should ensure that your project remains available to researchers? Which departments should guide long-term sustainability of your research? Continue reading “Digital Humanities for Tomorrow”
This post was originally published on the University of California Scholarly Communication Blog.
You’ve worked painstakingly for years (we won’t let on how many) on your magnum opus: your dissertation—the scholarly key to completing your graduate degree, securing a possible first book deal, and making inroads toward faculty status somewhere. Then, as you are about to submit your pièce de résistance through ProQuest’s online administration system, you are confronted with the realization that—for students at many institutions—your dissertation is about to be made available open access online to readers all over the world (hurrah! and gulp).
Because your dissertation will be openly available online, there are many questions you need to address—both about what you put in your dissertation, and the choices you’ll need to make as you put it online. If you are a first-time author, facing these concerns can be daunting to say the least. And you definitely don’t want to be thinking about them for the first time when you are scrambling to submit your dissertation to ProQuest.
For instance, you’ll need to consider:
- Are you using materials created by other people in your dissertation? Perhaps you’re using photos, text excerpts, scientific drawings or diagrams? You might need the authors’ permission to include them.
- Are you including information about particular living individuals? You might need to consider their privacy rights (see, for instance, a discussion on p. 15 of a University of Michigan dissertation guide).
- If you own copyright in your dissertation (as most grad students in the UC campus system do), should you register your copyright?
- Do you need to embargo your dissertation for privacy, patent, or other concerns?
- Should you license your dissertation for greater use by others?
At UC Berkeley, we’ve created a workflow and guide for you to tackle these kinds of important copyright and other legal questions. Below, I’ve included highlights from the workflow, but there are plenty more best practices to draw upon in the guide. What follows are, of course, exactly that: best practices, and not legal advice. Your local scholarly communication officer or librarian (see this list for some resources around UC) can help you find additional information as you consider these issues for your own dissertation.
Copyright Basics First
Before using the workflow, it can be helpful first to understand what copyright is—and is not. In short, copyright means that authors get exclusive publishing, reproduction, and other rights over their original works of expression for limited periods of time.
What this means for your dissertation is: If you’re including someone else’s work that’s “in copyright,” meaning protectable by copyright law and still within that limited time period (usually at least an author’s life + 70 years in the U.S), then you need to think about whether you need the author’s permission to include that work. You don’t need permission if your use would be “fair” under the law. Don’t worry, our guide helps address what’s considered fair use, as well as what’s eligible for copyright protection to begin with.
Okay, on to the workflow. Remember, you’ll need to ask these questions for every work you include that was created by someone else. And, keep in mind that addressing these questions takes time.
You don’t need the copyright holder’s permission to include an excerpt / photo / diagram / whatever-you’re-using if any one of the following is true:
- The copyright holder has already granted a license for you to include their work. Sometimes, authors have already provided permission through grants such as Creative Commons licenses. For instance, this is a photo of people talking over ice cream that I took and that you can use for any purposes as long as you attribute me as the author (i.e. I’ve applied a Creative Commons Attribution, or CC-BY license, to it).
- The work is in the public domain. Public domain works are open for use with no permission needed. Just because a work is online does not mean it’s in the public domain. Rather, public domain refers to works for which copyright protections have expired, or works that were ineligible for protection in the first place (facts, ideas, federal government materials, etc.).
- Publishing the content would be fair use. Fair use—which is meant to encourage teaching, research, scholarship, criticism, and parody—allows you to exercise the otherwise-exclusive rights of the copyright holder (distribution, creating adaptations, etc.) without having to seek the copyright holder’s permission. For a use to be fair, though, you have to consider four factors that collectively weigh in favor of “fair use.” Records of your fair use analysis—which you can create by filling out a checklist—can be very helpful to have on hand if there are ever questions about your reasoning or use.
Remember: Attribution is not the same as permission! Even if you cite your sources (which, of course, you will!), this doesn’t mean you have permission to include the excerpts from them in the first place. And, if you’re linking to an authorized (e.g. not illegally-posted) source, it’s always fine (at least in the U.S.!) to link to the content online rather than including the item itself.
If you couldn’t answer “yes” to anything in Step 1, you’ll need to seek the copyright holder’s permission to include the work or excerpt in your dissertation. Obtaining permission can take a long time, so plan in advance. You’ll need to research and locate the copyright holder and then ask, in writing, for permission covering all your intended uses. Here are some useful sample permission request letters:
- University of Texas Libraries: Template letter for requesting permission
- George Washington University Library: Sample permission letter
- UCLA Library: Sample permission letter
Remember: A copyright holder’s silence is not permission. If you do not hear back in response to your request, you are now faced with a question of risk assessment, and whether to keep seeking permission or embrace the likelihood (or not) of the rights holder challenging your use down the road. In some of these situations, you may ultimately decide to limit your use further, or use a different work entirely—but you’ll need to make a decision one way or the other.
Human subject research methodology, issues of indigenous knowledge, and other ethical concerns are best discussed with your dissertation advisors and institutional review boards. But the workflow does address a few other legal questions that at first might seem like copyright questions, yet actually pertain to different legal doctrines.
For instance, while copyright protects copyright holders’ property rights in their works, privacy law protects the interests of people who are the subjects of those works. Privacy rights in scholarship most often arise if you are seeking to use third party content like correspondence, diaries, and images that contain personal information about or pictures of particular people. But, they expire at death—meaning, you can’t be liable for disclosing private facts about a person no longer living. There are typically two additional important defenses to claims for invasion of privacy: newsworthiness and permission. If the material you wish to include reveals private facts that are of public interest or concern (which your dissertation scholarship may be) or if the person who is the subject of the information has given you permission to include it (which you may have obtained), then an invasion of privacy claim should not be sustainable.
If you are a UC graduate student, your dissertation will be made available through ProQuest and/or published open access online in eScholarship. There are some issues to consider before clicking “submit”:
- Should you register your copyright with the U.S. Copyright Office? As a UC student, in most cases, you automatically own the copyright in your dissertation. However, registering copyright in your dissertation offers certain distinct advantages: It provides public record that you are indeed the author and owner, and also enables greater enforcement of your rights against infringers or plagiarists.
- Should you embargo your dissertation? Making your work available to be read online immediately has many advantages. Not only does it establish when your work was created and published (which can help combat plagiarism), but also it can help build your academic reputation. There are circumstances, however, that would warrant an embargo—such as situations where there would be disclosure of patentable rights or there are ethical concerns, or a book/journal publisher has demanded it (which is rare). You should consult guidance from your institution about when embargos are recommended or approved. For instance, here are UC Berkeley’s guidelines on embargoes.
- Do you want to license your work beyond fair use? As with any other copyrighted work, other scholars can make fair use of your dissertation in their own research. You can also decide to license your work beyond what fair use allows by applying a Creative Commons license to it. This should be a careful decision, which you discuss fully with your dissertation advisors and journal or monograph publishers in your field. There may be discipline-specific reasons to decide to—or not to—license your work, so examine them closely.
Once you get into the groove of answering these workflow questions, you’ll become a pro at addressing copyright and other policy issues in all of your subsequent scholarship, too. Perhaps the two most important points to keep in mind are:
- Start early, since this workflow can take some time, and
- Contact the librarian or scholarly communication officer on your campus who can help walk you through all this. For UC Berkeley researchers, I’m here for you!
Good luck, and keep writing!
P.S. Want more beyond our guide? There are several other excellent online resources about electronic dissertations to check out:
- Kenneth D. Crews, Copyright and Your Dissertation or Thesis: Ownership, Fair Use, and Your Rights and Responsibilities
- University of Michigan’s Copyright for Dissertations: Getting Started
- University of Michigan’s A Graduate Student’s Guide to Copyright: Open Access, Fair Use, and Permissions
- Hillary Corbett, ETDs and the Consequences of Openness
- Ohio State’s Copyright in Your Thesis or Dissertation