CAIRSS Copyright Workshop 2012 Thursday, 28 March 2013

CAIRSS 2012 Copyright Workshop

Date: Friday 3rd August 2012

Venue: Hawthorn Campus, Swinburne University

Time: 9.30am – 3.00pm

Registration: Maximum of 3 places per CAIRSS Member Institution.


Many copyright issues encountered by repositories do not lend themselves to a clear-cut solution. More often than not the issues intersect with policy decisions relating to legal relationships with contributors, the institution’s commitment to open access, funding or workflow requirements and other administrative matters. This workshop will provide an opportunity for repository managers and the CAIRSS copyright team to continue their discussion around copyright issues affecting repositories and current practices for addressing them.

The workshop will be held in a roundtable discussion format that aims to encourage interaction between all participants. Participants will be asked to observe the Chatham House Rule under which participants are free to use the information received, but neither the identity nor the affiliation of the speaker(s), nor any other participant, may be revealed. However, if the speakers choose to allow their presenations to be made available, these will be placed on the CAIRSS website.

The CAIRSS Copyright Good Practice Guide and the NZ information addendum is currently available via the CAIRSS private website.


Session 1

Introduction and welcome

Session 2

Copyright issues in 2012

Copyright law and the businesses that rely on that law are currently subject to significant debate within government, academia and the wider community. This session will provide a brief overview of some of the key national and international developments occurring or foreshadowed in 2012.

Session 3

Sharing CAIRSS repositories information

The copyright question most often encountered by the CAIRSS Copyright Team is ‘What are other people doing about X?’. These sessions will provide an opportunity for the community to discuss some of the copyright issues that have arisen within the community over the past year and share information about how they are dealing with them at their university. In the week before the workshop participants were asked to select one of the following topics and prepare some brief information on how that topic is being dealt with by their institution in order to start the discussion. Each topic will have a moderated discussion period of 15 minutes.

  • 1. 3rd party copyright in theses

How do you deal with the risk that 3rd party copyright material included in theses could potentially infringe copyright? Do you rely on student warranties, ask students to obtain permission, remove / replace material? Any other thoughts?

  • 2. Using open access licenses / authorising re-use

Does your institution make material held in its repositories available for further re-use by users in any way such as by making items available under Creative Commons licences? If so, how do you obtain permission from the copyright owner to do so?

  • 3. Storing and licensing data

Are you storing datasets in your repository, or do you intend to do so? What issues arise for you when hosting datasets? Do you make the data available for re-use? Is the data specfically connected to any other research outputs held in your repository?

  • 4. Vanity publishing services

What is the attitude of your institutions to students being offered the opportunity to publish their thesis with vanity publishers such as VDM Verlag? Which area of your institution is responsible for dealing with this issue?

  • 5. Thesis hosting requests from ProQuest

Recently a number of Australian universities have been approached by ProQuest asking for permission to host and sell access to their students’ theses. Has your institution been approached and / or does it have a policy position on approaches from such commercial services?

  • 6. Documenting copyright checking processes

Have you documented the process used by your institution to undertake copyright checking before material is placed into your repository? If so is this included in official procedural documentation and is it publicly available?

  • 7. Hosting creative works / learning objects or other material

What are the challenges encountered when asked to host new forms of material in institutional repositories? How do you deal with multimedia works, large file sizes, different versions or other issues that arise with this material?

  • 8. Inappropriate or offensive content in theses

Have you encountered a situation where content to be included in your repository may create additional legal or social restrictions on its access? How have you dealt with this and does this have an impact on your open access policy?

  • 9. Risk management processes

How does your repository deal with the potential risks of copyright infringement that may occur as a result of your activities or other risks that may flow from the operation of an open access repository? Are your risk management processes documented and do they relate to your wider university risk management policies and procedures?

  • 10. Repositories in the ‘cloud’

Are you using or investigating the possible use of ‘cloud’ computing services to host material on your repository? What are some of the issues that arise from such a technical decision? Have you addressed any jurisdictional problems that could arise?

  • 11. IP / OER policy positions

What is the interaction between university IP policies and a commitment to open access? How are Aust / NZ universities addressing the interaction between these issues?


Session 4

Publisher issues in 2012

The debate surrounding academic publishing and open access has intensified in 2012. This session will give an overview of the status of some of the complex business issues currently affecting the academic publishing industry.

Session 5

Open Access issues 2012

Publishers are finding different ways to adapt to the environment of demands from funding bodies to provide open access and this is resulting in changing business plans and licensing and other arrangements. This session will explore some of the current arrangements being used by publishers to address calls for open access.

Session 6

CAIRSS repository workflows and copyright needs in 2012/13

  • Review of CAIRSS Copyright Good Practice Guide content
  • New Zealand update
  • Final comments / questions