RSpace Repository

RSpace Policies And Procedures


RSpace is an open access institutional repository provided by the Lusi Wong Library for scholarly research produced by members of the Renison University College community. It enables members of the Renison University College community to post, organize and preserve their research and publication online. Each submission must be accompanied by a digital object that can be made available to the Renison and the global scholarly community permanently without access restrictions.
RSpace showcases the scholarship of the Renison University College community through the use of Dspace, a special standards-based software platform that collects usage statistics and promotes visibility on the web.
RSpace data is collected by harvesters world-wide which also promotes discovery of content. Lusi Wong Library can help you benefit from added visibility in RSpace by providing assistance in submitting materials or by providing an account which you can use to sign in and deposit your own work directly.

Who can submit materials to RSpace:

Faculty members (current, emeritus, and retired), researchers, librarians, archivists, and staff members of Renison University College may deposit appropriate materials in RSpace.
Graduate and undergraduate students may submit materials with faculty/staff sponsorship.
Retrospective deposits of materials published or created before the authors joined Renison are permitted as long as the author(s) is currently affiliated with Renison University College.
Retrospective deposits of materials by authors who are no longer affiliated with Renison are acceptable as long as the materials to be deposited were published or created by the author(s) during their tenure(s) at Renison University College.
Lusi Wong library staff on behalf of any current Renison University College faculty or staff.

What can be submitted to RSpace:

Materials must be authored, produced or sponsored by a current or former Renison University College employee.
The work must be scholarly, research oriented, or created in the fulfillment of one’s duties at the University College.
The work must not be ephemeral.
The work should be complete and ready for viewing at the time of submission.
The work must be submitted in digital format. The author/owner should be willing and able to grant the Lusi Wong Library the right to preserve and distribute the work via RSpace. The author/owner may decide closed or opened access to the work.
Established communities should strive for completeness in their collections. If the work is part of a series or set of related works, the other works in that series should also be contributed so that RSpace can offer as full a set as possible.
The work uploaded to RSpace must be checked by the author and the owner to ensure the content is appropriate and virus free.

What formats can be submitted to RSpace:

RSpace strives to provide support for as many file formats as possible and to ensure that files are preserved using best practices for digital preservation. However, when it comes to specific formats, the proprietary nature of many file types makes it impossible to guarantee their preservation. Put simply, our policy for file formats is:
•Everything put in RSpace will be retrievable
•We will recognize as many file formats as possible
•We will support as many known file formats as possible
When a file is uploaded to RSpace, we assign it one of the following categories:
•Supported: we fully support the format
•Known: we can recognize the format, but cannot guarantee full support
•Unsupported: we cannot recognize a format; these will be listed as Unknown
With that in mind, it is recommended to choose “supported” file formats over “known” or “unsupported”.

How is licensing handled in RSpace:

Authors/copyright holders or their designated representatives submitting materials to RSpace must agree to a non-exclusive distribution license which allows Renison University College to reproduce, distribute, and migrate the submitted work to new formats where necessary and feasible.
Granting the license is different from transferring copyright. Copyright is never transferred to Renison University College. Rather, by granting the non-exclusive license, copyright holders permit the University College to distribute their work while retaining the right to pursue any other publishing ventures.

How is RSpace structured:

RSpace content is organized around communities, which correspond to administrative entities such as departments, schools, college services, or other groups that produce research. Communities may contain sub-communities and collections to reflect the structure of the unit and the nature of research conducted. Repository submissions and content management may be carried out at individual (submitter), collection, sub-community or community levels. In the absence of a community/collection administration, content is managed by library staff.

What are the responsibilities of submitters to RSpace:

•Ensure that materials submitted comply with RSpace content guidelines
•Ensure that materials are submitted in a manner consistent with Canadian Copyright law: The author must have copyright or must obtain copyright holder's permission to submit content (in cases in which copyright was previously transferred to a publisher)
•Ensure that your publisher allows pre or post self-archiving of content (
•Embargo (temporarily restrict access) an item if necessary to comply with a publisher’s requirements. Generally, RSpace materials must become publicly available after a defined embargo period.
•Agree to the RSpace non-exclusive distribution license

What are the rights of submitters to RSpace:

Decide on which materials to submit within RSpace content guidelines
•Decide on the format for submission, as recommended by the format support page
•Describe the materials as appropriate within RSpace submission form
•Select and assign a Creative Commons license for materials consistent with the item’s copyright status
•Request that a record or item be modified or removed within RSpace withdrawal and modification policy

What are the responsibilities of a RSpace Community/Sub Community Administrator:

An RSpace Community agrees to
•arrange for submission for the content;
•make decisions about community and collection definitions and policies;
•notify the RSpace project team of organizational changes affecting submissions;
•observe Renison University College policies relevant to RSpace, and educate community submitters regarding these policies;
•clear copyright for items submitted when the copyright owner is other than the author(s) or submitters; and
•decide upon a submission workflow for each collection.

What are the rights of a RSpace Community/Sub Community Administrator:

An RSpace Community retains the right to
•decide collection policy within content guidelines;
•decide who may submit content within their community;
•limit access to content at the item level either to Renison only or to specific individuals or groups;
•receive a copy of submitted content upon request;
•remove items and collections (as outlined in "Withdrawal Policy");
•approve addition of or elimination of sub-communities; and
•customize the interface to community content.

What are the responsibilities of the Renison University College Library:

Renison University College Library agrees to
•provide metadata for the content
•maintain content submitted to RSpace;
•distribute content according to community decisions;
•apply accepted preservation techniques to content;
•provide access to RSpace research, where required;
•notify communities of significant changes to content, e.g. format migration; and
•return collections to existing communities if the RUC Library ceases to support RSpace.

What are the rights of the Renison University College Library:

Renison University College Library retains the right to
•redistribute or amend metadata for items in RSpace;
•refuse or “de-accession” items or Collections under certain circumstances – as outlined in "Withdrawal Policy";
•renegotiate terms of original agreement with Communities;
•perform appraisal for long-term archiving when Communities cease to exist or within thirty years of the creation of a Collection;
•move collections to reflect current understanding between RSpace and Communities;
•migrate items if format is in danger of obsolescence;
•set quotas (size of files, number of items) to determine what constitutes free service and after which point to charge a fee; and
•charge a fee for activities requiring extensive centralized support from RSpace (e.g. large amount of de-accessioning or batch-loading).

How can you withdraw or modify materials in RSpace:

RSpace items may be removed from the repository upon request. In most circumstance it will be desirable to remove items from view, but to avoid loss of the historical record, such transactions will be traced in the form of a note in the "Description.provenance" field of the Dublin Core record.
The content of the note should be one of the following:
•removed from view at request of the author;
•removed from view at the discretion of RUC;
•removed from view at the discretion of RUC Library; or
•removed from view by legal order.
Since any item in the RSpace that has existed at some time may have been cited we will always supply a "tombstone" when the item is requested, which will include the original metadata (for verification) plus one of the above withdrawal statements in place of the link to the object. The metadata should be visible, but not searchable. These items will also be made unavailable for metadata harvesting.


•The University College is not responsible for the content of the items contained within RSpace.
•The University College is not responsible for the maintenance and/or performance of external web links within documents and records in the repository
Policies and guidelines adapted from: UWSpace, TSpace, AUSpace, and Scholars Commons@Laurier policy and procedures.

Date: 2016-4-28

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