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University Library

UWA Profiles and Research Repository Support

Guidance for setting up your UWA Profile and adding publications to your profile and the Repository.

Make your NTRO available online

Before you request that your NTRO be made available online through UWA Collected, please review the copyright, ICIP and privacy considerations and ensure you complete the submission checklist. To make your NTRO available online:

  1. If any aspect of your NTRO contains third-party material, obtain written permission as per the steps outlined in the copyright and other permissions section below.
  2. Complete the NTRO submission checklist. Note that you can electronically sign or type your name into the checklist, rather than print and scan it.
  3. Add the 'Request Open Access Processing' tag to the record in the Repository. Click on Add Request Open Access Processing and then on Request Open Access Processing again. When you Save your NTRO record, this request will be sent to Library staff.

    Screenshot Repository NTRO template. 'Add request Open Access Processing' button highlighted

  4. Upload the completed submission checklist to the NTRO record in the "Other files" field:

    Screenshot Repository NTRO template Add other file button

Alternatively, you can email the submission checklist to help-repository@uwa.edu.au, ensuring you include the title of your Non-Traditional Research Output in the subject line and body of the email.

Following audit, a Library staff member will be in contact with you regarding the next steps in the process of making your NTRO available online. The digital assets/files will be made publicly available through UWA Collected, the University of Western Australia’s digital asset management and preservation system. 

Library staff will create a link on the repository record to the files in UWA Collected as soon as they are uploaded into that system.

NTROs that cannot be made available online – due to copyright, privacy, Indigenous Cultural and Intellectual Property (ICIP), or other restrictions – will not be uploaded to UWA Collected. The record of the NTRO will still be available in the UWA Profiles and Research Repository.

Documents & forms

Copyright, ICIP and privacy considerations

If you have incorporated copyright material (material you did not create and do not own the copyright in), or Indigenous Cultural and Intellectual Property (ICIP), into your NTRO, there are additional processes to follow. 

In addition to copyright, there may be privacy considerations in relation to your NTRO.

If your NTRO contains copyright material that you did not create – e.g. music captured as part of a live performance, or photos or illustrations included in a creative work - you will need to seek permission from the other copyright owner/s before you can make your work available online in UWA Collected.

Obtaining copyright permission

Permission requests must be in writing; the copyright owner may provide an online form, or you may need to contact them via email. Ensure your permission request includes:

  • Your name, role at UWA (e.g. researcher, student), and details of your NTRO (title, format etc.)
  • Details of how the material is used in your NTRO.
  • A copyright permission form, with the “Details of Work” section completed.

Ensure you save signed copies of the copyright permission forms; ideally, these should be stored in the University's records management system, TRIM.

TIP! If you need to obtain permission for multiple copyright holders, you may wish to keep track of the permission requests in a copyright permissions register.

If you are unable to obtain permission for third party copyright material but still wish to make your NTRO available in UWA Collected, you will need to create a version of your NTRO that does not include the material. For example, a video of a performance could be edited to contain only works for which you have permission to publish, or which are in the public domain.

Other permissions

If your NTRO is a recording or rendering - e.g. an audiovisual recording of a performance, or a visual rendering of an installation - that was made by someone other than yourself or UWA, then you will need to seek permission from the maker of the recording/rendering to make your NTRO available online. If copyright in the recording/rendering is held by the maker, use the copyright permission form provided in this guide.

If any performers/participants/producers were involved in the creation of the NTRO (including organisations), you will need to obtain their written permission to share the NTRO online through UWA Collected. Ensure they understand the NTRO will be publicly available and their name will appear in the metadata for the record.

You are responsible for identifying any Indigenous Cultural and Intellectual Property (ICIP) contained within your research output and ensuring appropriate community engagement, consultation, and consent has been obtained as outlined in the AIASTIS Code of Ethics. 

This Service Directory entry provides guidance on ethically conducting Indigenous Research, including ICIP considerations.

In addition to copyright, there may be privacy considerations in relation to your NTRO.

For example, if your NTRO contains photographs of people, did the people sign a talent release form? Were they made aware that the photograph/s would be openly available online? If the answer to either of these questions is “no”, you will need to contact the individuals to seek their consent and/or remove the photograph from your resource.

You are responsible for notifying UWA Library of content advice for sensitive material that may need to be applied to your research output. There is a field in the submission checklist where you can notify the Library of sensitive content. 

Copyright options

When you are ready to submit your NTRO to the UWA Library, you will be required to complete the submission checklist and, as part of this, you will be asked to select a copyright statement or Creative Commons licence for your work. 

Making your NTRO publicly accessible in UWA Collected does not alter copyright ownership of the work; you remain the copyright holder, and you grant to UWA a non-exclusive licence to upload and communicate your work. 

You can choose an all rights reserved - “In Copyright” - statement but still make your work available online. You can choose whether to make your research output view only or downloadable, and users will need to seek your permission to reproduce, adapt or make any of use of your work that is not permitted under the Copyright Act 1968.

For example, issues of the UWA Student Magazine The Pelican are available to view and download in UWA Collected but are “In Copyright”. The following copyright statement appears alongside the digital file in UWA Collected:

See: The Pelican, Vol. 40, no. 10 (July 23 1969). UWA Collected, accessed 01/04/2025, https://collected.uwa.edu.au/nodes/view/1498

This option should be selected if your research output contains third party copyright material and a copyright permission form has been signed by the copyright owner/s of that material.

If you are the sole creator and copyright owner of all the content contained within your NTRO, you may opt to select a Creative Commons licence. For example, this document in UWA Collected is licensed under a Creative Commons Attribution-NonCommercial-NoDerivatives licence, and the following rights statement appears:

For more guidance on selecting a Creative Commons licence for your NTRO, see the University Library’s Open Access Toolkit.

 

Creative Commons and third-party copyright material

If you wish to apply a Creative Commons licence to your NTRO, and your research output contains third party copyright material, you will first need to obtain a sublicence from the copyright owner. Please contact the Senior Librarian (Copyright) to discuss sublicensing requirements.

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