SLC https://policy.umn.edu/ en Copyright Ownership https://policy.umn.edu/research/copyright <span class="field field--name-title field--type-string field--label-hidden">Copyright Ownership</span> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><a title="View user profile." href="/user/1" lang="" about="/user/1" typeof="schema:Person" property="schema:name" datatype="" class="username">oitadmin</a></span> <span class="field field--name-created field--type-created field--label-hidden">Fri, 11/01/2013 - 00:00</span> <div class="field field--name-field-category field--type-entity-reference field--label-above"> <div class="field__label">Category</div> <div class="field__items"> <div class="field__item"><a href="/taxonomy/term/101" hreflang="en">Research Ethics &amp; Compliance</a></div> </div> </div> <section class="field field--name-field-comments field--type-comment field--label-above comment-wrapper"> <h2 class="title comment-form__title">Add new comment</h2> <drupal-render-placeholder callback="comment.lazy_builders:renderForm" arguments="0=node&amp;1=1752&amp;2=field_comments&amp;3=policy_comment" token="nIG3ozKIpuZSZhOuez217qKaTOMrpkTKEj2_kmLSpAE"></drupal-render-placeholder> </section> <div class="field field--name-field-owner field--type-entity-reference field--label-above"> <div class="field__label">Owner</div> <div class="field__items"> <div class="field__item"><a href="/user/74" hreflang="en">provost</a></div> </div> </div> <div class="field field--name-field-urlcategory field--type-list-string field--label-above"> <div class="field__label">urlcategory</div> <div class="field__item">Research</div> </div> <div class="field field--name-field-path-slug field--type-string field--label-above"> <div class="field__label">Path slug</div> <div class="field__item">COPYRIGHT</div> </div> <div class="field field--name-field-sme field--type-entity-reference field--label-above"> <div class="field__label">Primary Contact</div> <div class="field__items"> <div class="field__item"><a href="/user/205" hreflang="en">nasims</a></div> </div> </div> <div class="field field--name-field-governing-regents-policies field--type-entity-reference field--label-above"> <div class="field__label">Governing Regents Policies</div> <div class="field__items"> <div class="field__item"><a href="/policy-regents/1013" hreflang="en">Copyright</a></div> </div> </div> <div class="clearfix text-formatted field field--name-field-revisiondescription field--type-text-long field--label-above"> <div class="field__label">Revision Description</div> <div class="field__item">Correcting updated and review dates.</div> </div> <div class="field field--name-field-subtype field--type-list-string field--label-above"> <div class="field__label">SubType</div> <div class="field__item">Administrative Policy</div> </div> <div class="clearfix text-formatted field field--name-field-faq field--type-text-long field--label-above"> <div class="field__label">FAQ</div> <div class="field__item"><p>See: <a href="https://provost.umn.edu/about-evpp/policies/copyright-policy-background-and-faqs">Copyright Policy: Background and Resources FAQ</a></p></div> </div> <div class="field field--name-field-daterevised field--type-datetime field--label-above"> <div class="field__label">Last Revised</div> <div class="field__item"><time datetime="2021-05-10T12:00:00Z" class="datetime">Mon, 05/10/2021 - 12:00</time> </div> </div> <div class="field field--name-field-dateeffective field--type-datetime field--label-above"> <div class="field__label">Effective Date</div> <div class="field__item"><time datetime="2008-10-01T12:00:00Z" class="datetime">Wed, 10/01/2008 - 12:00</time> </div> </div> <div class="clearfix text-formatted field field--name-field-policystatement field--type-text-long field--label-above"> <div class="field__label">Policy Statement</div> <div class="field__item"><p>Copyright protects and promotes the creation of intellectual assets that are critical to academic endeavors and thus is fundamental to the creation and sharing of knowledge. Board of Regents Policy: <em>Copyright</em> and federal law establish rules governing the ownership of works created by University faculty, staff, and students.</p> <p><strong>Copyright Ownership by Faculty and by Employees with Faculty-Like Appointments</strong>. University faculty and University employees who have a "faculty-like" appointment own the copyright in their academic works, as provided in Board of Regents Policy: <em>Copyright</em>.</p> <p>Faculty members and University employees with faculty-like appointments also hold the copyright in software that they develop in the course of or within the scope of their University employment and that is an academic work. In Board of Regents Policy: <em>Copyright,</em> University claims ownership of the copyright in that software if:</p> <ul> <li>it was a directed work;</li> <li>a specially ordered or commissioned work;</li> <li>a work of administration; or</li> <li>a work created under a sponsored project.</li> </ul> <p>The University also claims ownership of the copyright in software developed in the course of or within the scope of an individual&rsquo;s University employment if it is not an academic work and in software so developed by an individual who is not a member of the faculty and does not hold a faculty-like appointment. Under Board of Regents Policy: <em>Commercialization of Intellectual Property Rights</em> policy, the University claims ownership of the patent rights in all software developed at the University, including software that is an academic work.</p> <p>A person may perform faculty-like duties as part of the person's position and, therefore, under Board of Regents Policy: <em>Copyright</em>, be deemed to have a faculty-like appointment in connection with those particular duties only; the balance of the person's duties would not constitute a faculty-like appointment.</p> <p>The dean or the chair/head of the relevant unit will decide whether an individual holds a faculty-like appointment based on the definition of faculty-like contained in Board of Regents Policy: <em>Copyright</em>. The decision whether an individual holds a faculty-like appointment may be appealed. Such decision is relevant only in relation to Board of Regents Policy: <em>Copyright</em>.</p> <p><strong>Copyright Ownership by Students</strong>. Students own the copyright in works created in or as part of a University course. Nevertheless a University college, department, or unit may reserve rights to use the work consistent with the rules and guidelines of the relevant college, department, or unit. The University may require a student, as a condition of enrolling in a course or course of study or otherwise participating in a University activity, to permit it to reproduce, distribute, display, perform, or otherwise use a work the student authored. The University also may require a student to permit the University to archive a work created and owned by the student.</p> <p>The University owns the copyright in works created by students as part of their employment by the University, for example as research or teaching assistants. The University will permit a University faculty member or a University employee who has a "faculty-like" appointment to use a work created by a student as part of the student's employment as the University faculty member&rsquo;s or such University employee&rsquo;s research or teaching assistant. The permission extends to using the work in performing academic duties (including creating an academic work) at the University. The University generally will not assert ownership interest in the copyright in an academic work authored jointly by University faculty or a University employee who has a "faculty-like" appointment and by a University student employed as a research assistant. The University will only claim copyright ownership in such a work if the work is a directed work, a work specially ordered or commissioned by the University, a work created in connection with the administration of the University, or a work created pursuant to a contract with an outside sponsor that provides for University ownership of the copyright in the work.</p> <p><strong>Copyright Ownership by the University</strong>. Federal copyright law vests in an employer ownership of the copyright in works authored by its employees in the course of their employment. Federal law, however, permits employers to vest that copyright ownership in its employees in designated works or classes of works. Consistent with federal law, the University owns the copyright in works created by University employees in the course of their employment except for ownership rights vested in faculty, University employees holding a "faculty-like" appointment and students as provided in Board of Regents Policy: <em>Copyright</em>.</p> <p>The University owns the copyright in audio and visual recordings or transmissions of courses, lectures, or other events delivered by University faculty, staff, or students to University students and others. However, the University's claim extends only to recordings or transmissions created by it or its agents or contractors, not to recordings created by faculty or University employees with "faculty-like" appointments at that person&rsquo;s direction and instigation. The University's recording or transmitting of such a lecture or other audio or video presentation, standing alone, would not grant the University under federal law any ownership interest in an academic work presented in the lecture or presentation.</p> <p><strong>Ownership of Joint Works</strong>. Federal copyright law grants authors of a joint work equal ownership and rights to use the work. Federal law permits such authors to agree to different ownership and use rules. The University encourages authors of a joint work created at the University to enter into a written agreement providing for ownership, attribution, use, sharing of royalty or other income, and the registration and protection of the work.</p> <p><strong>Registration and Protection of Works</strong>. The University will not register or otherwise protect or enforce the copyright in works it does not own. The University may register and protect the copyright in a work in which it has some right, title, or interest.</p> <p><strong>Management of Copyrights</strong>. Having a more open access to works created by University faculty, staff, and students directly and strategically benefits the University and University faculty, staff, and students who will use the works. The University encourages owners of academic works to manage the copyright in the works so as to provide the greatest possible scholarly and public access to the works.</p> <p><strong>Credit and Attribution</strong>. Irrespective of copyright ownership, there is a professional and ethical obligation of University faculty, staff, or students to credit or attribute creation of a work appropriately.</p></div> </div> <div class="clearfix text-formatted field field--name-field-policyreason field--type-text-long field--label-above"> <div class="field__label">Reason for Policy</div> <div class="field__item"><p>This administrative policy implements Board of Regents Policy: <a href=" https://regents.umn.edu/sites/regents.umn.edu/files/2019-09/policy_copyright.pdf"><em>Copyright</em></a>. The policy promotes compliance and provides guidelines for following the Copyright Policy.</p></div> </div> <div class="clearfix text-formatted field field--name-field-policycontacts field--type-text-long field--label-above"> <div class="field__label">Contacts</div> <div class="field__item"><div class="tablewrapper"> <table> <thead> <tr><th scope="col">Subject</th><th scope="col">Contact</th><th scope="col">Phone</th><th scope="col">Email</th></tr> </thead> <tbody> <tr><th scope="row">Primary Contact(s)</th> <td><a href="http://www.umn.edu/lookup?UID=nasims"> Nancy Sims</a></td> <td>612-624-1851</td> <td>nasims@umn.edu</td> </tr> </tbody> </table> </div></div> </div> <div class="clearfix text-formatted field field--name-field-policydefinitions field--type-text-long field--label-above"> <div class="field__label">Definitions</div> <div class="field__item"><dl> <dt>Academic work</dt> <dd>A "scholarly, pedagogical or creative work . . ." Board of Regents Policy: <em>Copyright</em>, &sect;II, subd. 3. Whether a work is an academic work or not will be determined consistent with the traditions, customs, and practices within the relevant academic discipline.</dd> <dt>Copyright Protection</dt> <dd>The rights granted by federal law to the owner of a copyright in a work to do and to authorize (others to do) any of the following: <ul> <li>to reproduce the copyrighted work;</li> <li>to prepare derivative works based upon the copyrighted work;</li> <li>to distribute copies or phonorecords of the copyrighted work;</li> <li>to perform certain copyrighted works publicly;</li> <li>to display certain copyrighted works publicly; and</li> <li>to perform sound recordings publicly by means of a digital transmission.</li> </ul> </dd> <dd>See United States Code, Chapter 17, &sect;106.</dd> <dt>Directed Works</dt> <dd>A "work agreed upon between the University and faculty creator(s), the creation of which is based on a specific request by the University and which is supported by substantial University resources beyond those customarily provided to faculty in the respective discipline and University unit." The agreement to create a directed work must be in writing.</dd> <dt>Joint Work</dt> <dd>A "work prepared by two or more authors with the intention that their contributions be merged into inseparable or interdependent parts of a unitary whole." United States Code, Chapter 17, &sect;101.</dd> <dt>Faculty</dt> <dd>Members of the faculty as defined in the policies of the Board of Regents. See Board of Regents Policy: <em>Employee Group Definitions</em>.</dd> <dt>Faculty-Like Appointment</dt> <dd>A "University employee who teach(es) or conduct(s) research at the University with a level of responsibility and self-direction similar to that exercised and enjoyed by faculty in a similar activity." Board of Regents Policy: <em>Copyright</em>, &sect;II, subd. 4.</dd> <dt>Student</dt> <dd>&ldquo;A registered student at the University.&rdquo; Board of Regents Policy: <em>Copyright</em>, &sect;II, subd. 5.</dd> <dt>Work</dt> <dd>"A work protected under the United States copyright law." Board of Regents Policy: <em>Copyright</em>, &sect;II, subd. 4. Federal law provides that "copyright protection subsists . . . in original works of authorship fixed in any tangible medium of expression, now known or later developed, from which they can be perceived, reproduced or otherwise communicated, either directly or with the aid of a machine or device." United States Code, Chapter 17, &sect;102.</dd> </dl></div> </div> <div class="field field--name-field-committee-review field--type-entity-reference field--label-above"> <div class="field__label">Committee Involvement</div> <div class="field__items"> <div class="field__item"><a href="/taxonomy/term/6" hreflang="en">SRC</a></div> <div class="field__item"><a href="/taxonomy/term/11" hreflang="en">SLC</a></div> <div class="field__item"><a href="/taxonomy/term/4" hreflang="en">SCC</a></div> <div class="field__item"><a href="/taxonomy/term/12" hreflang="en">PACC</a></div> </div> </div> <div class="field field--name-field-policy-responsible-executi field--type-entity-reference field--label-above"> <div class="field__label">Senior Leader</div> <div class="field__items"> <div class="field__item"><a href="/user/74" hreflang="en">provost</a></div> </div> </div> <div class="field field--name-field-policy-responsible-officer field--type-entity-reference field--label-above"> <div class="field__label">Responsible Officer</div> <div class="field__items"> <div class="field__item"><a href="/user/74" hreflang="en">provost</a></div> </div> </div> <div class="clearfix text-formatted field field--name-field-description field--type-text-long field--label-above"> <div class="field__label">Revision Description for Review/Update Page</div> <div class="field__item"><p>Comprehensive Review, Major Revision. Removed a reporting requirement that was written into the policy before there was a regular policy review calendar. Formal reporting does not need to be codified as this takes place during the regular comprehensive review.</p></div> </div> <div class="field field--name-field-ucmcontentid field--type-string field--label-above"> <div class="field__label">UCMContentID</div> <div class="field__item">COPYRIGHT</div> </div> <div class="clearfix text-formatted field field--name-field-policyresponsibilities field--type-text-long field--label-above"> <div class="field__label">Responsibilities</div> <div class="field__item"><dl> <dt> <dt>Faculty and "faculty-like" employees</dt> <dd>Manage the copyright in works they own under Board of Regents Policy: <em>Copyright</em>.</dd> </dt> </dl></div> </div> <div class="clearfix text-formatted field field--name-field-policyrelatedinformation field--type-text-long field--label-above"> <div class="field__label">Related Information</div> <div class="field__item"><ul> <li>Board of Regents Policy: <a href="https://regents.umn.edu/sites/regents.umn.edu/files/2019-09/policy_commercialization_of_intellectual_property_rights.pdf"><em>Commercialization of Intellectual Property Rights</em></a></li> <li>Board of Regents Policy: <a href="https://regents.umn.edu/sites/regents.umn.edu/files/2019-09/policy_copyright.pdf"><em>Copyright</em></a></li> <li>Board of Regents Policy: <a href="https://regents.umn.edu/sites/regents.umn.edu/files/2019-09/policy_outside_consulting_and_other_commitments.pdf"><em>Outside Consulting and Other Commitments</em></a></li> <li>Board of Regents Policy: <a href="https://regents.umn.edu/sites/regents.umn.edu/files/2019-09/policy_academic_freedom_and_responsibility.pdf"><em>Academic Freedom and Responsibility</em></a></li> </ul></div> </div> <div class="clearfix text-formatted field field--name-field-policyhistory field--type-text-long field--label-above"> <div class="field__label">History</div> <div class="field__item"><dl> <dt>Amended:</dt><dd>May 2021 - Comprehensive Review. Removed a reporting requirement that was written into the policy before there was a regular policy review calendar. Formal reporting does not need to be codified as this takes place during the regular comprehensive review. </dd> <dt>Amended:</dt><dd>March 2017 - Comprehensive Review, Major Revision. Specifies who holds the copyright in software that faculty and employees develop as part of their University employment that is academic work.</dd><dt>Effective:</dt><dd>October 2008</dd></dl></div> </div> <div class="field field--name-field-date-comp-review field--type-datetime field--label-above"> <div class="field__label">Date Comp Review</div> <div class="field__items"> <div class="field__item"><time datetime="2021-05-10T12:00:00Z" class="datetime">Mon, 05/10/2021 - 12:00</time> </div> </div> </div> <div class="field field--name-field-date-comp-review-due field--type-datetime field--label-above"> <div class="field__label">Date Comp Review Due</div> <div class="field__item"><time datetime="2025-05-10T12:00:00Z" class="datetime">Sat, 05/10/2025 - 12:00</time> </div> </div> <div class="field field--name-field-senate-involvement field--type-list-string field--label-above"> <div class="field__label">Senate Involvement</div> <div class="field__items"> <div class="field__item">F Senate (action)</div> <div class="field__item">U Senate (info)</div> </div> </div> <div class="field field--name-field-d7-nid field--type-integer field--label-above"> <div class="field__label">D7 NID</div> <div class="field__item">9528</div> </div> <div class="field field--name-field-d7-vid field--type-integer field--label-above"> <div class="field__label">D7 VID</div> <div class="field__item">281956</div> </div> <div class="field field--name-field-date-comp-review-stamp field--type-timestamp field--label-above"> <div class="field__label">Date of Comprehensive Review - Time Stamp</div> <div class="field__item">Mon, 05/10/2021 - 00:00</div> </div> Fri, 01 Nov 2013 05:00:00 +0000 oitadmin 1752 at https://policy.umn.edu Managing University Records and Information https://policy.umn.edu/operations/recordretention <span class="field field--name-title field--type-string field--label-hidden">Managing University Records and Information</span> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><a title="View user profile." href="/user/1" lang="" about="/user/1" typeof="schema:Person" property="schema:name" datatype="" class="username">oitadmin</a></span> <span class="field field--name-created field--type-created field--label-hidden">Tue, 03/17/2015 - 00:00</span> <div class="field field--name-field-category field--type-entity-reference field--label-above"> <div class="field__label">Category</div> <div class="field__items"> <div class="field__item"><a href="/taxonomy/term/91" hreflang="en">Miscellaneous</a></div> <div class="field__item"><a href="/taxonomy/term/73" hreflang="en">Purchasing and Payment</a></div> <div class="field__item"><a href="/taxonomy/term/105" hreflang="en">Technology &amp; Information Security</a></div> </div> </div> <section class="field field--name-field-comments field--type-comment field--label-above comment-wrapper"> <h2 class="title comment-form__title">Add new comment</h2> <drupal-render-placeholder callback="comment.lazy_builders:renderForm" arguments="0=node&amp;1=1873&amp;2=field_comments&amp;3=policy_comment" token="qxicuSz6WVpMHgTIQr8Pf14UYqoHS7z_qHwM3CeSAXM"></drupal-render-placeholder> </section> <div class="field field--name-field-owner field--type-entity-reference field--label-above"> <div class="field__label">Owner</div> <div class="field__items"> <div class="field__item"><a href="/user/202" hreflang="en">mckin018</a></div> </div> </div> <div class="field field--name-field-policy-related-procedures field--type-entity-reference field--label-above"> <div class="field__label">Policy Related Procedures</div> <div class="field__items"> <div class="field__item"><a href="/operations/recordretention-proc01" hreflang="en">Retention of University Records</a></div> <div class="field__item"><a href="/operations/recordretention-proc02" hreflang="en">Destruction of University Records</a></div> </div> </div> <div class="field field--name-field-urlcategory field--type-list-string field--label-above"> <div class="field__label">urlcategory</div> <div class="field__item">Operations</div> </div> <div class="field field--name-field-path-slug field--type-string field--label-above"> <div class="field__label">Path slug</div> <div class="field__item">RECORDRETENTION</div> </div> <div class="field field--name-field-policy-related-appendices field--type-entity-reference field--label-above"> <div class="field__label">Policy Related Appendices</div> <div class="field__items"> <div class="field__item"><a href="/operations/recordretention-appa" hreflang="en">Records Retention Schedule</a></div> <div class="field__item"><a href="/operations/publicaccess-appc" hreflang="en">Examples of Public, Private and Confidential Information</a></div> <div class="field__item"><a href="/operations/publicaccess-appg" hreflang="en">Storage of Information at Rosemount</a></div> <div class="field__item"><a href="/operations/publicaccess-apph" hreflang="en">Destroying University Records and Information</a></div> </div> </div> <div class="field field--name-field-sme field--type-entity-reference field--label-above"> <div class="field__label">Primary Contact</div> <div class="field__items"> <div class="field__item"><a href="/user/202" hreflang="en">mckin018</a></div> </div> </div> <div class="clearfix text-formatted field field--name-field-revisiondescription field--type-text-long field--label-above"> <div class="field__label">Revision Description</div> <div class="field__item">Updated contacts section.</div> </div> <div class="field field--name-field-subtype field--type-list-string field--label-above"> <div class="field__label">SubType</div> <div class="field__item">Administrative Policy</div> </div> <div class="field field--name-field-daterevised field--type-datetime field--label-above"> <div class="field__label">Last Revised</div> <div class="field__item"><time datetime="2019-10-21T12:00:00Z" class="datetime">Mon, 10/21/2019 - 12:00</time> </div> </div> <div class="field field--name-field-dateeffective field--type-datetime field--label-above"> <div class="field__label">Effective Date</div> <div class="field__item"><time datetime="1999-12-01T12:00:00Z" class="datetime">Wed, 12/01/1999 - 12:00</time> </div> </div> <div class="clearfix text-formatted field field--name-field-policystatement field--type-text-long field--label-above"> <div class="field__label">Policy Statement</div> <div class="field__item"><h3>Records and Information Management Program</h3> <p>The University of Minnesota maintains a records and information management (RIM) program. The RIM program assists University staff to create, maintain, manage and eventually destroy records and information that is no longer needed or valuable to the University. This is done by creating record retention schedules which are based on legal, administrative, fiscal and historical requirements or regulations.</p> <p><strong>Records Retention.</strong> University units are responsible for utilizing the University record retention schedules to manage their information. Units must maintain the records for the period specified on the record retention schedules.</p> <p><strong>Records Disposition.</strong> University units should destroy information and records once the retention period has been met. University units must follow destruction guidelines when destroying University records.</p> <p><strong>NOTE: Any records or information that are part of pending or current litigation may not be destroyed, regardless of the record retention schedule. Contact the Office of General Counsel if there are questions about the status of a case.</strong></p></div> </div> <div class="clearfix text-formatted field field--name-field-policyreason field--type-text-long field--label-above"> <div class="field__label">Reason for Policy</div> <div class="field__item"><p>A records and information management program ensures that information is kept and maintained according to legal, fiscal, administrative and historical needs. The program also ensures that records are properly destroyed to protect privacy interests when no longer needed.</p></div> </div> <div class="clearfix text-formatted field field--name-field-policycontacts field--type-text-long field--label-above"> <div class="field__label">Contacts</div> <div class="field__item"><table> <thead> <tr> <th scope="col">Subject</th> <th scope="col">Contact</th> <th scope="col">Phone</th> <th scope="col">/Email</th> </tr> </thead> <tbody> <tr> <th scope="row">Primary Contact</th> <td> <strong><a href="http://myaccount.umn.edu/lookup?SET_INSTITUTION=UMNTC&type=Internet+ID&CN=mckin018&campus=a&role=any"></a> Susan McKinney</strong> </td> <td> <strong>612-625-3497</strong> </td> <td> <strong>mckin018@umn.edu</strong> </td> </tr> <tr> <th scope="row">Waste Management/Recycling</th> <td><a href="http://www.facm.umn.edu/">Facilities Management</a></td> <td> 612-625-8084 </td> <td> recycle@umn.edu </td> </tr> <tr> <th scope="row">Legal Questions</th> <td><a href="http://www.ogc.umn.edu/">Office of the General Counsel</a></td> <td> 612-624-4100 </td> <td> ogcweb@umn.edu </td> </tr> <tr> <th scope="row">Academic Records - TC</th> <td><a href="http://asr.umn.edu/about-asr/office-registrar">Office of the Registrar - TC</a> </td> <td> 612-624-1111 800-400-8636 </td> <td> onestop@umn.edu </td> </tr> <tr> <th scope="row">Academic Records - Duluth</th> <td><a href="https://philea.d.umn.edu/directory/depts/199">Office of the Registrar - Duluth</a></td> <td> 218-726-8000 800-232-1339 </td> <td> umdhelp@umn.edu </td> </tr> <tr> <th scope="row">Academic Records - Crookston</th> <td><a href="https://onestop.crk.umn.edu/contact-us">Office of the Registrar - Crookston</a></td> <td> 218-281-8548 </td> <td> umcreg@umn.edu </td> </tr> <tr> <th scope="row">Academic Records - Morris</th> <td>Office of the Registrar - Morris</td> <td> 320-589-6030 </td> <td> ummonestop@umn.edu </td> </tr> <tr> <th scope="row">Academic Records - Rochester</th> <td><a href="https://onestop.r.umn.edu/academics/transcripts">Office of the Registrar</a></td> <td> 507-258-8069 </td> <td> umr1stop@r.umn.edu </td> </tr> <tr> <th scope="row">Contract/Bid Awards</th> <td><a href="http://purchasing.umn.edu/">Purchasing Services</a></td> <td class="nowrap"> 612-624-2828 </td> <td> purchase@umn.edu </td> </tr> <tr> <th scope="row">Questions from Media</th> <td><a href="https://university-relations.umn.edu/">University Relations</a></td> <td> 612-624-2828 </td> <td> 320-589-6025 </td> </tr> <tr> <th scope="row">Salary Records</th> <td><a href="https://humanresources.umn.edu/leader-manager-resources/pay-job-class">Payroll Administration</a></td> <td> 612-624-3869 </td> <td> 320-589-6025 </td> </tr> <tr> <th scope="row">Employment Records</th> <td><a href="http://www1.umn.edu/ohr/">Office of Human Resources</a></td> <td> 612-625-8328 </td> <td> 320-589-6025 </td> </tr> <tr> <th scope="row">Other Questions</th> <td><a href="">Records and Information Management</a></td> <td> 612-625-3497 </td> <td> mckin018@umn.edu589-6025 </td> </tr> </tbody> </table></div> </div> <div class="clearfix text-formatted field field--name-field-policydefinitions field--type-text-long field--label-above"> <div class="field__label">Definitions</div> <div class="field__item"><dl> <dt>Active Records</dt> <dd>Files needed to support the current business activity of a department. The active period may be determined by record category (see the&nbsp;<a href="/sites/policy.umn.edu/files/appendix/recordretention_appa.pdf"><em>University-wide Record Retention Schedule or individual unit retention schedules</em></a>).</dd> <dt>Inactive Records</dt> <dd>Files for which the active period has passed and are being kept for the remainder of the specified retention period. May be located in a storage area or managed electronically.</dd> <dt>University Records</dt> <dd>Documents in any format (including written and printed matter, drawings, maps, plans, photographs; microforms; motion picture films, sound and video recordings; electronic data or copies thereof made or received by an academic or administrative office of the University in connection with the transaction of University business, and retained by such office as evidence of the activities of the University or because of the information contained therein.</dd> <dt>Records Management</dt> <dd>The systematic control of information from creation to final disposition.</dd> <dt>Retention Period</dt> <dd>The length of time a record must be kept to meet administrative, fiscal, legal or historical requirements.</dd> <dt>University-Wide Retention Schedule</dt> <dd>A listing of retention periods for University records.</dd> </dl></div> </div> <div class="field field--name-field-committee-review field--type-entity-reference field--label-above"> <div class="field__label">Committee Involvement</div> <div class="field__items"> <div class="field__item"><a href="/taxonomy/term/11" hreflang="en">SLC</a></div> </div> </div> <div class="field field--name-field-policy-responsible-executi field--type-entity-reference field--label-above"> <div class="field__label">Senior Leader</div> <div class="field__items"> <div class="field__item"><a href="/user/24" hreflang="en">dougp</a></div> </div> </div> <div class="field field--name-field-policy-responsible-officer field--type-entity-reference field--label-above"> <div class="field__label">Responsible Officer</div> <div class="field__items"> <div class="field__item"><a href="/user/24" hreflang="en">dougp</a></div> </div> </div> <div class="clearfix text-formatted field field--name-field-description field--type-text-long field--label-above"> <div class="field__label">Revision Description for Review/Update Page</div> <div class="field__item">Comp Review. Includes two new appendices: Destroying University Information and Records and Guidelines for Storage of Information at Rosemount. Other minor changes to improve clarity.</div> </div> <div class="field field--name-field-ucmcontentid field--type-string field--label-above"> <div class="field__label">UCMContentID</div> <div class="field__item">RECORDRETENTION</div> </div> <div class="clearfix text-formatted field field--name-field-policyresponsibilities field--type-text-long field--label-above"> <div class="field__label">Responsibilities</div> <div class="field__item"><dl> <dt>Employees</dt> <dd>Follow the University-wide Records Retention Schedule to manage active and inactive records. Appropriately dispose of information once the retention period has been met.</dd> <dt>Departments</dt> <dd>Retaining records according to the <a href="/sites/policy.umn.edu/files/appendix/recordretention_appa.pdf"><em>University-wide Record Retention Schedule</em></a>, forwarding records to the University Archives when applicable, and disposing of University records properly once the retention period has been met.</dd> <dt>Facilities Management</dt> <dd>Manage the University&rsquo;s recycling program and recycle materials in an appropriate manner.</dd> <dt>Records and Information Management Office</dt> <dd> <ul> <li>Serves as Responsible Authority as required by the Minnesota Government Data Practices Act (MGDPA).</li> <li>Provides guidelines and a timetable for storage of University records.</li> <li>Develops and maintain records retention schedules that establish retention periods for University records based on and consistent with law and best practices.</li> <li>Develops disposition procedures that provide appropriate security for private or confidential data.</li> <li>Assists University staff on active management of University records in all formats to ensure that University records are maintained and protected according to standards and best practices.</li> <li>Promotes the use of technology resources to efficiently manage and preserve University records.</li> </ul> </dd> </dl></div> </div> <div class="clearfix text-formatted field field--name-field-policyrelatedinformation field--type-text-long field--label-above"> <div class="field__label">Related Information</div> <div class="field__item"><ul> <li>Board of Regents Policy: <a href="https://regents.umn.edu/sites/regents.umn.edu/files/2019-09/policy_student_education_records.pdf">Student Education Records</a></li> <li>Administrative Policy: <a href="/it/securedata">Information Security</a></li> <li>Administrative Policy: <a href="/operations/publicaccess">Public Access to University Information</a></li> <li>Administrative Procedure: <a href="/operations/publicaccess-proc01">Obtaining Public Information</a></li> <li><a href="https://www.revisor.leg.state.mn.us/statutes/?id=13.01">Minnesota Government Data Practices Act</a></li> <li><a href="https://www2.ed.gov/policy/gen/guid/fpco/ferpa/index.html">Family Educational Rights and Privacy Act</a></li> <li>Administrative Policy: <a href="/finance/paymentcards">Accepting Revenue Via Payment Cards</a></li> </ul></div> </div> <div class="clearfix text-formatted field field--name-field-policyhistory field--type-text-long field--label-above"> <div class="field__label">History</div> <div class="field__item"><dt>Amended:</dt> <dd>October 2019 - Comp Review. Added two new appendices: Destroying University Information and Records and Guidelines for Storage of Information at Rosemount. Other minor changes to improve clarity. </dd> <dt>Amended:</dt> <dd>January 2014 - Clarified Statement, Reason, Definitions and Responsibilities. Major revision to Administrative Procedure: <em>Retention of University Records</em> to increase level of detail in the procedure. Minor changes to clarify Administrative Procedure: <em>Destruction of University Records</em>. Title to this procedure changed from <em>Disposing of University Records</em> to <em>Destruction of University Records</em>.</dd> <dt>Amended:</dt> <dd>July 2009 - Clarified role of Records and Information Management Program in Statement and Reason. Updated definitions, responsibilities and contacts sections. Title changed from&nbsp;<em>Managing University Records Retention</em> to <em>Managing University Records and Information</em>.</dd> <dt>Amended:</dt> <dd>January 2003 - Added Retention Guidelines for Financial Documents to appendices.</dd> <dt>Effective:</dt> <dd>December 1999</dd> <dt>Supercedes:</dt> <dd>Retention, Archival, and Destruction of Records and Record Retention Schedule A <br />REPLACES: 4/89, 4/92, 1/93.</dd></div> </div> <div class="field field--name-field-date-comp-review field--type-datetime field--label-above"> <div class="field__label">Date Comp Review</div> <div class="field__items"> <div class="field__item"><time datetime="2019-10-21T12:00:00Z" class="datetime">Mon, 10/21/2019 - 12:00</time> </div> </div> </div> <div class="field field--name-field-date-comp-review-due field--type-datetime field--label-above"> <div class="field__label">Date Comp Review Due</div> <div class="field__item"><time datetime="2023-10-21T12:00:00Z" class="datetime">Sat, 10/21/2023 - 12:00</time> </div> </div> <div class="field field--name-field-d7-nid field--type-integer field--label-above"> <div class="field__label">D7 NID</div> <div class="field__item">9649</div> </div> <div class="field field--name-field-d7-vid field--type-integer field--label-above"> <div class="field__label">D7 VID</div> <div class="field__item">241561</div> </div> <div class="field field--name-field-date-comp-review-stamp field--type-timestamp field--label-above"> <div class="field__label">Date of Comprehensive Review - Time Stamp</div> <div class="field__item">Mon, 10/21/2019 - 00:00</div> </div> Tue, 17 Mar 2015 05:00:00 +0000 oitadmin 1873 at https://policy.umn.edu Open Access to Scholarly Articles https://policy.umn.edu/research/scholarlyarticles <span class="field field--name-title field--type-string field--label-hidden">Open Access to Scholarly Articles</span> <span class="field field--name-uid field--type-entity-reference field--label-hidden"><a title="View user profile." href="/user/1" lang="" about="/user/1" typeof="schema:Person" property="schema:name" datatype="" class="username">oitadmin</a></span> <span class="field field--name-created field--type-created field--label-hidden">Mon, 02/09/2015 - 00:00</span> <div class="field field--name-field-category field--type-entity-reference field--label-above"> <div class="field__label">Category</div> <div class="field__items"> <div class="field__item"><a href="/taxonomy/term/101" hreflang="en">Research Ethics &amp; Compliance</a></div> </div> </div> <section class="field field--name-field-comments field--type-comment field--label-above comment-wrapper"> <h2 class="title comment-form__title">Add new comment</h2> <drupal-render-placeholder callback="comment.lazy_builders:renderForm" arguments="0=node&amp;1=1881&amp;2=field_comments&amp;3=policy_comment" token="cB0F7FNVOLYbw-Fnb-Wy1NTlR082pD7UksCsWghG_bM"></drupal-render-placeholder> </section> <div class="field field--name-field-owner field--type-entity-reference field--label-above"> <div class="field__label">Owner</div> <div class="field__items"> <div class="field__item"><a href="/user/74" hreflang="en">provost</a></div> </div> </div> <div class="field field--name-field-policy-related-procedures field--type-entity-reference field--label-above"> <div class="field__label">Policy Related Procedures</div> <div class="field__items"> <div class="field__item"><a href="/research/scholarlyarticles-proc01" hreflang="en">Open Access to Scholarly Articles: Archiving or Waiving</a></div> </div> </div> <div class="field field--name-field-urlcategory field--type-list-string field--label-above"> <div class="field__label">urlcategory</div> <div class="field__item">Research</div> </div> <div class="field field--name-field-path-slug field--type-string field--label-above"> <div class="field__label">Path slug</div> <div class="field__item">SCHOLARLYARTICLES</div> </div> <div class="field field--name-field-policy-related-faqs field--type-entity-reference field--label-above"> <div class="field__label">Policy Related FAQs</div> <div class="field__items"> <div class="field__item"><a href="/research/scholarlyarticles-faq" hreflang="en">Open Access to Scholarly Articles</a></div> </div> </div> <div class="field field--name-field-sme field--type-entity-reference field--label-above"> <div class="field__label">Primary Contact</div> <div class="field__items"> <div class="field__item"><a href="/user/205" hreflang="en">nasims</a></div> </div> </div> <div class="field field--name-field-governing-regents-policies field--type-entity-reference field--label-above"> <div class="field__label">Governing Regents Policies</div> <div class="field__items"> <div class="field__item"><a href="/policy-regents/1013" hreflang="en">Copyright</a></div> </div> </div> <div class="clearfix text-formatted field field--name-field-revisiondescription field--type-text-long field--label-above"> <div class="field__label">Revision Description</div> <div class="field__item">Adding subcategory.</div> </div> <div class="field field--name-field-subtype field--type-list-string field--label-above"> <div class="field__label">SubType</div> <div class="field__item">Administrative Policy</div> </div> <div class="field field--name-field-daterevised field--type-datetime field--label-above"> <div class="field__label">Last Revised</div> <div class="field__item"><time datetime="2020-04-20T12:00:00Z" class="datetime">Mon, 04/20/2020 - 12:00</time> </div> </div> <div class="field field--name-field-dateeffective field--type-datetime field--label-above"> <div class="field__label">Effective Date</div> <div class="field__item"><time datetime="2015-01-01T12:00:00Z" class="datetime">Thu, 01/01/2015 - 12:00</time> </div> </div> <div class="clearfix text-formatted field field--name-field-policystatement field--type-text-long field--label-above"> <div class="field__label">Policy Statement</div> <div class="field__item"><p>As a publicly funded land-grant institution, the University of Minnesota is committed to ensuring the greatest possible scholarly and public access to the research and scholarship produced by the University community. In addition to securing the public benefit of such access, this policy is intended to serve faculty interests by promoting greater reach and impact for articles, simplifying authors' retention of distribution rights, and aiding preservation.</p> <p>Each faculty member grants to the University of Minnesota a shared, limited, right to make available the faculty member's <a href="#def04">scholarly articles</a> and to reproduce, display, and distribute those articles for the purpose of open access. More specifically, each faculty member grants to the University of Minnesota a <a href="#def02">nonexclusive</a>, irrevocable, royalty-free, worldwide license to exercise such rights under copyright as are necessary to achieve the goals of open access, dissemination, and preservation, provided that the articles are <a href="#def03">not sold for profit</a>, and to authorize others to do the same.</p> <p>The author retains copyright ownership, unless that author chooses to transfer rights to other parties, such as a publisher. The University retains only the limited rights outlined above.</p> <p>The policy applies to all scholarly articles authored or co-authored while the person is a member of the <a href="#def01">faculty</a> as defined in Board of Regents Policy: <em>Copyright</em>, except for any articles completed before the adoption of this policy and any articles for which the author entered into an incompatible licensing or assignment agreement before the adoption of this policy.</p> <p>The provost or provost's designee will waive application of the license for a particular article or delay access for a specified period of time upon express direction by a faculty member. Grant of such a waiver is mandatory, not at the discretion of any person or group. Waiver requests must be made in writing, or via a system (such as an online form) that may be made available for this specific purpose and that meets applicable accessibility standards.</p> <p>The Office of the Executive Vice President and Provost will be responsible for interpreting this policy, resolving any dispute concerning its interpretation and application, and recommending changes to the faculty from time to time.</p></div> </div> <div class="clearfix text-formatted field field--name-field-policyreason field--type-text-long field--label-above"> <div class="field__label">Reason for Policy</div> <div class="field__item"><p>The <a href="http://www1.umn.edu/twincities/history-mission/index.html">University's threefold mission</a> of research and discovery, teaching and learning, and outreach and public service includes a commitment to "making the knowledge and resources created and preserved at the University accessible to the citizens of the state, the nation, and the world.&rdquo; Board of Regents Policy: <a href="https://regents.umn.edu/sites/regents.umn.edu/files/2019-09/policy_copyright.pdf"><em>Copyright</em></a> also "encourages faculty and students to exercise their interests in ownership and use of their copyrighted works in a manner that provides the greatest possible scholarly and public access to their work."</p></div> </div> <div class="clearfix text-formatted field field--name-field-policycontacts field--type-text-long field--label-above"> <div class="field__label">Contacts</div> <div class="field__item"><div class="tablewrapper"> <table> <thead> <tr><th scope="col">Subject</th><th scope="col">Contact</th><th scope="col">Phone</th><th scope="col">Email</th></tr> </thead> <tbody> <tr><th scope="row">Primary Contact(s)</th> <td><a href="http://www.umn.edu/lookup?UID=nasims"> Nancy Sims</a></td> <td>612-624-1851</td> <td><a href="mailto:nasims@umn.edu">nasims@umn.edu</a></td> </tr> </tbody> </table> </div></div> </div> <div class="clearfix text-formatted field field--name-field-policydefinitions field--type-text-long field--label-above"> <div class="field__label">Definitions</div> <div class="field__item"><dl><dt id="def01">Faculty</dt> <dd>Board of Regents Policy: <em>Copyright</em> states: "Faculty shall mean members of the faculty as defined by Board of Regents Policy: <em>Employee Group Definitions</em>, along with individuals who are not so defined but who are University employees holding faculty-like appointments (namely, University employees who teach or conduct research at the University with a level of responsibility and self-direction similar to that exercised and enjoyed by faculty in a similar activity). Postdoctoral fellows, researchers, and scholars shall have the same ownership rights as faculty and are covered under this policy."</dd> <dt id="def02">Nonexclusive</dt> <dd>Rights granted to the University under this policy are also retained by the author, and can be granted by the author to third parties.</dd> <dt id="def03">Not Sold for Profit</dt> <dd>Precludes for-profit sales, but could enable the bookstore, for example, to sell printed copies for the cost of reproduction.</dd> <dt id="def04">Scholarly articles</dt> <dd>"Scholarly articles" is intentionally not clearly bounded, due to the wide variety of scholarly activity undertaken across many disciplines. Since both technologies and processes of publishing are evolving rapidly, examples of items that would be included and excluded from consideration will be maintained in the FAQ. Concerns about whether the policy applies to a particular work may be mitigated by the provision that the policy will be waived for any work at the request of the author.</dd></dl> </div> </div> <div class="field field--name-field-committee-review field--type-entity-reference field--label-above"> <div class="field__label">Committee Involvement</div> <div class="field__items"> <div class="field__item"><a href="/taxonomy/term/6" hreflang="en">SRC</a></div> <div class="field__item"><a href="/taxonomy/term/11" hreflang="en">SLC</a></div> </div> </div> <div class="field field--name-field-policy-responsible-executi field--type-entity-reference field--label-above"> <div class="field__label">Senior Leader</div> <div class="field__items"> <div class="field__item"><a href="/user/74" hreflang="en">provost</a></div> </div> </div> <div class="field field--name-field-policy-responsible-officer field--type-entity-reference field--label-above"> <div class="field__label">Responsible Officer</div> <div class="field__items"> <div class="field__item"><a href="/user/74" hreflang="en">provost</a></div> </div> </div> <div class="clearfix text-formatted field field--name-field-description field--type-text-long field--label-above"> <div class="field__label">Revision Description for Review/Update Page</div> <div class="field__item"><p>Comprehensive Review. Minor revision. Eliminates a reference to review interval and report to faculty.<br>Includes an affirmative statement that whatever system is used for grating waivers must be accessible to those who are visually impaired.</p></div> </div> <div class="field field--name-field-ucmcontentid field--type-string field--label-above"> <div class="field__label">UCMContentID</div> <div class="field__item">SCHOLARLYARTICLES</div> </div> <div class="clearfix text-formatted field field--name-field-policyresponsibilities field--type-text-long field--label-above"> <div class="field__label">Responsibilities</div> <div class="field__item"><dl><dt>Faculty and "faculty-like" employees</dt> <dd>Manage the copyright in works they own under Board of Regents Policy: <em>Copyright</em>.</dd> <dt>Office of the Executive Vice President and Provost</dt> <dd>Interpret policy as necessary, resolve disputes as necessary, review policy regularly and recommend policy changes as necessary.</dd> <dt>University Libraries</dt><dd>Implement services to support article processing and to communicate with authors about disposition of particular works as described in the attached Procedures document.</dd></dl> </div> </div> <div class="clearfix text-formatted field field--name-field-policyrelatedinformation field--type-text-long field--label-above"> <div class="field__label">Related Information</div> <div class="field__item"><h3 id="bor">Board of Regents Policies</h3> <div aria-labelledby="bor" role="group"> <ul> <li>Board of Regents Policy: <em><a href="https://regents.umn.edu/sites/regents.umn.edu/files/2019-09/policy_copyright.pdf">Copyright</a></em></li> <li>Board of Regents Policy: <em><a href="https://regents.umn.edu/sites/regents.umn.edu/files/2019-09/policy_openness_in_research.pdf">Openness in Research</a></em></li> </ul> </div> <h3 id="admin">Administrative Policies</h3> <div aria-labelledby="admin" role="group"> <ul> <li>Administrative Policy: <em><a href="/research/copyright">Copyright Ownership</a></em></li> <li>Administrative Policy: <em><a href="/research/openresearch">Openness in Research</a></em></li> </ul> </div></div> </div> <div class="clearfix text-formatted field field--name-field-policyhistory field--type-text-long field--label-above"> <div class="field__label">History</div> <div class="field__item"><dl> <dt>Amended:</dt><dd>Comprehensive review. Minor revision. Eliminates a reference to review interval and report to faculty. Includes an affirmative statement that whatever system is used for grating waivers must be accessible to those who are visually impaired. <dt>Effective:</dt><dd>January 2015 - New policy. 1. Establishes the expectation that works created by U of M faculty will be made available for open access and dissemination. 2. Provides a mechanism for authors to request a waiver for a specific work.</dd><dt>Published:</dt><dd>December 2014</dd></dl></div> </div> <div class="field field--name-field-date-comp-review field--type-datetime field--label-above"> <div class="field__label">Date Comp Review</div> <div class="field__items"> <div class="field__item"><time datetime="2020-04-20T12:00:00Z" class="datetime">Mon, 04/20/2020 - 12:00</time> </div> </div> </div> <div class="field field--name-field-date-comp-review-due field--type-datetime field--label-above"> <div class="field__label">Date Comp Review Due</div> <div class="field__item"><time datetime="2024-04-20T12:00:00Z" class="datetime">Sat, 04/20/2024 - 12:00</time> </div> </div> <div class="field field--name-field-senate-involvement field--type-list-string field--label-above"> <div class="field__label">Senate Involvement</div> <div class="field__items"> <div class="field__item">F Senate (action)</div> <div class="field__item">U Senate (info)</div> </div> </div> <div class="field field--name-field-d7-nid field--type-integer field--label-above"> <div class="field__label">D7 NID</div> <div class="field__item">9657</div> </div> <div class="field field--name-field-d7-vid field--type-integer field--label-above"> <div class="field__label">D7 VID</div> <div class="field__item">241171</div> </div> <div class="field field--name-field-date-comp-review-stamp field--type-timestamp field--label-above"> <div class="field__label">Date of Comprehensive Review - Time Stamp</div> <div class="field__item">Mon, 04/20/2020 - 00:00</div> </div> Mon, 09 Feb 2015 06:00:00 +0000 oitadmin 1881 at https://policy.umn.edu