Who Can Participate

Digital Commons at Salem State University welcomes SSU affiliates to contribute to DC@SSU. Individuals may self-publish, or they may choose to submit all work to the DC@SSU Administrator for publication. Any proposals for new Communities or Collections of work must be submitted to the DC@SSU Administrator in order to establish parameters and workflow processes.

General Guidelines

Most scholarly content is acceptable if all applicable policies are followed and if posting the content is technically feasible.

  • The work must be produced or sponsored by a Salem State University affiliate.
  • The author must own the copyright to all components and content within the work, or have received and shown permission to have the material available within the submission to the DC@SSU. The DC@SSU Administrator can assist authors to determine publisher permissions and provide guidance and resources for author addendums to existing publisher agreements.
  • Contributors may include non-affiliated scholars if they are co-authoring with Salem State University authors or are affiliated closely with the University (e.g. emeritus professors, or honorary appointment or degree recipients).
  • Content not authored by SSU affiliates may be added to the repository as long as appropriate permission has been obtained by the sponsoring community, and the sponsoring community takes responsibility for enforcement of related policies. Examples of such content include works collected by the Library and Archives; works by non-affiliates but presented at Salem State University conferences or other events.
  • Bibliographic citations or abstracts alone cannot be accommodated without the full text of a work. The exception to this rule is when a work is available online elsewhere but is not allowed to be contributed to DC@SSU. In this case, a citation record will exist within DC@SSU and link to the externally hosted work.
  • There is no formal limit to size of material.
  • Most file formats, including multimedia, are acceptable.

Examples of appropriate content (copyright permitting) include:

  • Published research and eprints
  • Technical reports, working papers, conference publications
  • Grey literature
  • Research data in numeric or image formats
  • Theses and dissertations
  • Administrative records
  • Special collections digitized locally (e.g. letters, photographs, diaries)
  • Digital image collections
  • Instructional materials and courseware

How To Submit

Submitting material is a simple, straightforward process. Please contact for details.

When submitting material for deposit in DC@SSU, authors agree to the following terms:

  1. That you as the author retain copyright ownership to the work as well as the right to use all or part of the work in future works.
  2. That the work is your original work and does not, to the best of your knowledge, infringe upon any third party’s copyright or privacy rights.
  3. That material owned by third parties and included in the work (e.g. video, images, music, data sets) is acknowledged and appropriately cited.
  4. That if the work includes human participation, including interviews and other forms of documentation, you have obtained IRB approval prior to conducting this work. Interviewees have been made aware of the potential that their interviews will be made public and signed a form stating such.
  5. That if the work is based upon material that has been sponsored or supported by an agency or organization other than Salem State University, you have fulfilled any obligations required by such contract or agreement.
  6. That Salem State University retains the non-exclusive right to
    • make the work permanently accessible worldwide for free;
    • store, copy, and translate the work into any medium for the purposes of archiving, preservation, and accessibility;
    • incorporate metadata elements or documentation with the work;
    • and remove the work for professional, administrative, or legal reasons.

Author Rights

Salem State University claims no rights over the content in DC@SSU.

Authors must own the copyright for work submitted to DC@SSU. Authors grant Salem State University a non-exclusive, perpetual right to use the digital assets for non-commercial use. Because authors retain the copyright for all content posted in the repository, they are free to reuse the content elsewhere.

If a working paper is published in a journal - either in the same form or, more commonly, in revised form - many journals allow the working paper to continue to be openly accessible, especially when it is for educational/scholarly non-commercial use. While some journals require that the working paper be removed, others grant exceptions for institutional repositories, but must be asked.

The author is responsible for negotiating the terms of publication agreements. The repository constitutes non-commercial use. Faculty who wish to include a reprint of a journal article in the repository should consult their agreement with the journal to see if posting in a repository is allowed. Authors who have transferred copyright may seek permission of the copyright holder to publish it in the repository. SHERPA/RoMEO provides information about publisher copyright policies.

Creative Commons licensing is available as an option for all published works. It is up to the author to make this selection during the submission process.

Unless otherwise noted, documents posted in DC@SSU are the property of their respective authors.

Formats Supported & Preservation

DC@SSU recommends the use of particular file types to increase the likelihood of safely migrating files into the future. DOC and RTF files are converted to PDF when they are imported into the repository.

We recommend the following formats as most likely to migrate effectively:

  • Images: JPG, PNG, GIF, TIF
  • Audio: AIF, MP3, AAC, WAV
  • Video: MP4, MOV
  • Data: XML, CSV
  • Other formats may be included for associated materials, but are less likely to be migrated when technology changes. Special arrangements for streaming video and for files larger than 100 MB should be made with the DC@SSU Administrator.

    The SSU Library is committed to providing access to and preserving all contents of the repository. When we migrate to new formats, we will change the format of a file, but not the information in it. For example, the DC@SSU Administrator will not update hyperlinks, other external references, or out-of-date information within a paper or supplementary file.

    If file formats cease to be supported as a result of changes in technology or the private sector, beyond the control of the University Library, files in these formats may no longer function on current computer equipment and hence, become unusable. All files submitted to DC@SSU, regardless of file format, will be permanently accessible.

    The commitment to provide persistent access to content in DC@SSU applies only to material housed on servers maintained directly or under contract by the University Library. Links and access to content of any format referenced outside DC@SSU cannot be guaranteed.

    Withdrawals & Permanence of Content

    Every work contributed to the DC@SSU generates a unique URL. The URL is permanent. In the event that the work is withdrawn, a placeholder persists for citation purposes informing visitors to the page that the work has been withdrawn. When selecting works for contribution, all due consideration should be given to the intended permanence of content in DC@SSU. Any requests for withdrawal must be sent to the DC@SSU Administrator.

    If a publisher requests the removal of work contributed to DC@SSU, it is the responsibility of the author to either negotiate with the publisher to grant an exception or to notify the DC@SSU Administrator of the need to remove the work in question. The Salem State University Library is prepared to assist in an advisory capacity only.

    DC@SSU Administrator: Justin Snow, Digital Initiatives Librarian

    Note: Parts of the information provided here have been modified and utilized, with permission, from:

    • Erika Gearing, Scholars Archive Coordinator, Johnson & Wales University
    • Seth Jordan, Trace Administrator, University of Tennessee at Knoxville
    • Sean Thomas, Program Manager for Scholarly Repository Services, Massachusetts Institute of Technology