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ETD procedures

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by mark muehlhaeusler on 8 November 2012

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Transcript of ETD procedures

copyright issues and
submission procedures Electronic Theses and Dissertations (ETDs)
@ Georgetown University This orientation session:
provides an overview of the submission process for MA and PhD theses.
explains the various submission options that are available on the ProQuest submission platform, and
highlights the effects which these options will have on the distribution of a thesis.

Because theses are meant to be publicly accessible documents, thesis writers must bear copyright concerns in mind. This session:

provides basic copyright information, and
leads to more copyright resources The Georgetown Submission Process: Overview

(documentation available online @ Graduate School) http://grad.georgetown.edu/academics/dissertation-thesis-information/ Obtain IRB approval
Submit thesis proposal

WRITE your thesis using Word or LaTeX templates (-> copyright!)

Schedule defense
One week prior to the defense date, submit your Doctoral Dissertation Reviewers Report, signed by your committee and advisor.

AFTER you have defended AND completed any other steps required by your program, submit your cover sheet with all the appropriate signatures to the Office of Graduate Student Services.

Submit ETD release form (-> your license!)
Upload your thesis. (-> know your options!)

Formatting will be reviewed by the Graduate school.
Complete any edits assigned by the Graduate School. These edits MUST be completed by the last day of the month in which you intend to graduate. What happens
behind the scenes? Authors submit to ProQuest, a commercial entity that sells access to online theses.
>>>
PQ retains descriptive data and files
>>>
Copies of the data and files are sent to Library
>>>
Thesis is added to the Institutional Repository (IR) When submitting, you grant a license to the University AND to ProQuest.
PQ offers several different license options. PQ submission options author warrants having full rights to the material (including third-party materials!)
author retains copyright

GU licensed to reproduce and distribute worldwide
GU licensed to deposit in its Institutional Repository
GU licensed to make files accessible via the library Catalog. OPTIONS
in a nutshell 5+7= (cc) image by anemoneprojectors on Flickr Traditional Open Access Embargoed PQ: catalog record
PQ: abstract
PQ: full text

GEORGE: record
GEORGE: full text

Google indexing

Amazon, B&N, etc.
subscribers
only

Yes
Yes

Yes / may opt out

No / may opt in }
public
worldwide

Yes
Yes

Yes/ may opt out

No / may opt in subscribers only
subscribers only
No

Yes
No

No

No (cc) photo by medhead on Flickr Global impact Reach beyond
the circle of the privileged few Worldwide access to research Author's copyright not impacted Potential market for publication pending patents COPYRIGHT What is copyright? What does it aim to do?
What is protected? What isn’t?
What can one use in a thesis: Public Domain and Fair Use.
Copyright information and resources. What is it? Copyright laws are found in title 17, U. S. Code. They give the owner of copyright the exclusive
right to do and to authorize others to do the following:

• To reproduce the work
• To prepare derivative works
• To distribute copies to the public
• To perform the work publicly
• To display the work publicly A work is protected by copyright as soon as it is fixed, or saved in any way.

There is currently no need to register one's work with the US Copyright Office. However, registration is required to bring a lawsuit for infringement of a U.S. work. In the US, copyright is part of federal law. It is rooted in the Constitutional provision that:

"Congress shall have Power ... to promote the Progress of Science and useful Arts, by securing for limited Times to Authors and Inventors the exclusive Right to their respective Writings and Discoveries." (art. I, para. 8, cl. 8) giving authors and creators an economic incentive, by granting them some exclusive rights

limiting the period of time during which these rights are active, so that the general public may eventually reap the benefit of a creative work. In practice, the law promotes this progress by: Conclusion: all creative works are protected automatically Consequently, assume that all materials are protected by copyright, unless there is evidence to the contrary. What are we talking about? books
articles
datasets
software
video / DVD
sound recordings
images
manuscripts
graphics
works of art
... All the material types listed here may be protected by copyright. However, there are some basic categories of works where copyright restrictions don't apply. Consider: Public Domain Under Copyright Licensed works Works with public license Works in the public domain are not protected by copyright. They can be used freely. This category includes: Government publications, and works produced under government grants (NEH, NSF, etc...) Works for which the copyright term has expired. FAQ: Where can I find Public Domain Images? Use our guide at
http://guides.library.georgetown.edu/imageuse e.g. works with a creative commons license. http://creativecommons.org/ Works can be shared freely (and are similar to Public Domain materials in that respect), BUT
There may be some restrictions (attribution required, no derivatives, no commercial use). Licenses are contracts that govern the University's use of journals, and of some other resources (Databases, video). License terms for Georgetown are displayed with each title, and are linked after each journal, or database heading in the A-Z list.
If you cannot make out the terms, please contact: Is it in the Public Domain yet? Use this tool: http://librarycopyright.net/digitalslider/ reserves@georgetown.edu
copyrightpermissions@georgetown.edu CAUTION! Occasionally, one finds materials on the web that are labelled with a creative commons license, ... but in reality they are copies of copyrighted, commercial works. Do check for credits / attribution
Do exercise caution "The distinction between fair use and infringement may be unclear and not easily defined. " How do you weigh these factors? No single factor outweighs the others. All four have to be considered together. e.g. copying for teaching is not automatically fair Use this online tool to help you in your Fair Use analyis: http://librarycopyright.net/fairuse/ A Fair Use analyis can be frustrating, because the law seems so vague. Indeed, the US Copyright Office notes: http://www.copyright.gov/fls/fl102.html { } Some common sense should help you decide whether what you are doing is right. If are still unsure, or need guidance, please contact the Library. You need to consider four factors in order to determine whether or not a particular use is "Fair":

The purpose and character of the use, including whether such use is of commercial nature or is for nonprofit educational purposes
The nature of the copyrighted work
The amount and substantiality of the portion used in relation to the work as a whole
The effect of the use upon the potential market for, or value of, the copyrighted work It is lawful to use copyrighted material without asking for permission, if the use is FAIR. Questions?

sip9@georgetown.edu
mpm97@georgetonw.edu Welcome
to
the
maze... Publishing type, options and embargos can be selected on this page. (royalties are minimal) (theses are distributed freely via the Library anyway! No need to pay.) (This includes Amazon and Barnes & Noble. Theses would also be freely accessible via the library.) Embargo settings in PQ also apply to the Library.
The Graduate school will review requests for embargoes, and will grant extensions only under very exceptional circumstances. Whether or not to request an embargo is a balancing act: PQ will charge a fee for copyright registration. Note that registration is not strictly necessary, because your work will automatically be protected by copyright.
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