Nature and objectives
The University Research Repository Database (URRD) serves as the centralizedonline research output database of the University. Apart from gathering and preserving all the research outputs of staff and students, the online repository aims to maximize the dissemination and utilization of these outputs in and out of the University. This should redound eventually to an increased visibility of the University in terms of research.
Responsible offices/personnel and functions
The University Libraries (UL) maintains and manages the repository infrastructure, including the collection and uploading of materials therein and the implementation of policies and guidelines pertaining to the repository.
Annually, the Director of the University Libraries (DOL) shall send out an invitation to all schools and offices of the University for the deposition of research outputs in the URRD. Materials that are submitted to the University Research and Innovation Center (UNRIC) shall be transmitted regularly to the UL for deposition.
The development, implementation, and updating of pertinent policies and guidelines is the responsibility of the UL in collaboration with the UNRIC, subject to the approval of the Vice President for Academic Affairs.
The Section Head Librarian in-charge of the Filipiniana Section is the point person for submissions to the URRD. S/he also uploads or withdraws materials from the repository upon instruction from UNRIC through the DOL.
The DOL takes charge of addressing comments, complaints, and recommendations pertaining to the archived materials. S/he may need to consult with the UNRIC as needed.
Adjudication and penalties over infractions shall be channeled to the UL and the UNRIC and may convene an ad-hoc committee to act and decide on these as necessary.
Materials to be deposited
All research outputs by SLU staff (including Visiting Professors and Lecturers) and students are eligible for archiving in the repository. These include both published and unpublished outputs like journal articles, book chapters, books and monographs, patents, conference papers, poster and workshop presentations, keynote addresses, project terminal reports, theses, dissertations, publishable research manuscripts, and feasibility studies.
Materials that are co-authored by SLU staff/students with external collaborators are also welcome for deposit, subject to the pertinent requirement below.
Materials that are published by predatory journals and vanity publishers will not be accepted for depositing.
Deposit requirements
The URRD Submission Form (see annexes) shall be filled-up and submitted together with a print and electronic copy of the material for depositing (preferably in PDF, but not necessarily so). For published works, the actual print copy must also be submitted, which shall then be filed by the University Libraries.
Authors of published materials (except those in open access journals) should ensure that the publisher’s embargo period, if any, is allowed to elapse (normally one year after publication) before presenting the concerned materials for depositing in the URRD. If an author is not sure about this, s/he can just submit the material to UNRIC for verification.
It is assumed that the works for depositing contain no materials that are copyrighted by other individuals/entities. If there are, it is the obligation of the author/s to seek permission first from owners prior to the inclusion of the copyrighted materials in their work.
In cases of materials co-authored with external parties, it is the responsibility of the SLU affiliated author/s to inform and get permission first from the other author/s before submitting it to the repository.
For outputs of externally-funded research, the author/s should have informed and gotten permission from the funding entity.
Terms of copyright and patent
For published and patented materials (e.g., journal articles, book chapters, and books), the copyright is retained by whoever is designated as owner in the publication. The same shall apply for patents. Archiving in the URRD will not in any way infringe upon established copyright or patent ownership.
For unpublished materials (e.g., papers, posters, workshop presentations, keynote addresses, research project reports in publishable format, theses, and dissertations), the copyright goes to the author/s.
Deposit process
Faculty outputs. Published materials like journal articles, book chapters, and books/monographs may be deposited right after publication or after the publisher’s embargo period for those with such. For patents, these may be deposited right after the certificate is awarded. To deposit, the concerned faculty fills up the URRD Form and submits a copy of this to the UNRIC, together with a copy of the material as published or the patent certificate.
Undergraduate research course outputs. Following the undergraduate research manual, the Undergraduate Research Coordinator gather all outputs from Faculty Research Promoters at the end of the research course cycle (at the end of either the Second or First Semester). They then submit these to the Office of the Dean and provide a second set of copies (classified according to departments) to the UL for deposition.
Theses and dissertations. The Graduate Program Coordinators shall require students who have completed their theses and dissertations to submit a copy to the UL for deposition. SLU staff who finish their theses or dissertations in other HEIs shall also submit a copy of their work to the UL for deposition.
Terms of use
Anybody can use the materials in the repository free of charge, so long as these are properly attributed to the authors and publishers of the published materials. For unpublished materials (like paper, poster, workshop presentations, project terminal reports, theses, and dissertations), attribution can be done by providing a link to the URL of the URRD as the source of the material used.
Any commercial use of the materials in the repository is prohibited, unless this is authorized by the copyright owners themselves.
Access restrictions
Published materials like journal articles, books/monographs, and book chapters shall be made available in full text.
For unpublished materials like paper/poster/workshop presentations, keynote addresses, theses, dissertations, undergraduate research course outputs, and project terminal reports, only the abstract and the metadata shall be made public.
Corrections to, withdrawal, and reinstatement of archived materials
Comments or complaints on any of the archived materials shall be directed to the DOL (email: jggapasin@slu.edu.ph). The same shall apply for materials with corrections of errors and/or requests for withdrawal of materials by the authors themselves. The DOL may transmit complaints to the UNRIC when necessary.
Any material in the repository may be taken down by the UL upon detection and validation of plagiarism, flagrant errors, and/or copyright infringement. Withdrawal shall be done after due communication with the concerned author/s.
Materials that have been withdrawn can be re-instated after rectifications have been made.
DOCUMENT I.D.:
Title: University Research Repository Database Policies and Guidelines
Pages/Annexes: 2 pp., 4 annexes (UDRR Forms 1-4)
Version/Date: Revised Draft/2018.04.16
Source Office: AVP Research and
Source Office: AVP Research and