Submission Policies

Who Can Submit

Current faculty, students, and staff of The City University of New York (CUNY) are invited to submit their scholarly and creative works to CUNY Academic Works. For additional information, please consult the OLS CUNY Academic Works LibGuide or contact academicworks@cuny.edu.

What Kind of Work Can Be Submitted

CUNY Academic Works accepts both published and unpublished materials that represent a range of intellectual and creative output, including: artworks, books, book chapters, book reviews, conference proceedings, educational materials, datasets, peer-reviewed articles, performances, poetry, presentation slides, posters, and professional blog posts. Content deposited to CUNY Academic Works will be associated with the name and affiliation of its author(s), and will be freely discoverable through major search engines such as Google and Google Scholar.

How Works Should Be Prepared

Accessibility

CUNY Libraries are committed to making digital content in CUNY Academic Works accessible to individuals with disabilities. Individuals contributing content to CUNY Academic Works should ensure that their files comply with federal and New York State accessibility requirements; see CUNY IT accessibility information. Guidelines for individual file types (Microsoft Office Suite, Adobe Acrobat, and multimedia files) are available at Making Content Accessible.

Formatting

CUNY Academic Works automatically converts Microsoft Word and RTF documents into PDF files. Users are encouraged to convert other file types to accessible PDF files when appropriate.

Theses and Dissertations

Some campuses require or permit deposit of electronic theses, capstone projects, and dissertations. Policies and file requirements vary by campus. Please visit individual campus library websites for further information.

What Permissions Are Required

Copyright

In order to submit work to CUNY Academic Works, you must hold the copyright to the work or have the approval of the copyright holder(s) to submit the work. Submitters who deposit works agree to the following terms, which are displayed before each upload:

1. I hold the sole and complete copyright in this Work, or have been authorized by the copyright holder(s) to enter into this agreement. I hereby grant to CUNY and its agents the non-exclusive right to archive, preserve, and make publicly accessible this Work in whole or in part through its open access institutional repository, CUNY Academic Works or any successor initiatives, in any medium now or hereafter known, in perpetuity.
2. I warrant that the Work does not infringe or violate any rights of others.
3. I have full power and authority to make this Agreement.
4. I understand that entering into this Agreement does not alter my copyright or other rights to the Work that I may hold.
5. I understand that once my Work is approved by the repository administrator, it may not be edited or removed except by contacting the administrator.

Previously Published Work

Works that were previously published may be subject to an embargo period, restrictions regarding manuscript version, or requirement of a publisher’s statement. You should check with your publisher to determine the repository policy before submitting the work. If you indicate an embargo period on the submission form in CUNY Academic Works, the metadata record for the work will appear in the repository but the work itself will not be publicly available until the embargo expires.

What Revisions and Removals Are Permitted

Revisions

CUNY Academic Works is intended for final works, not works in progress. Once a work is submitted and approved by the repository administrator, it may not be edited, although later editions may be added as new items. Make sure your work is ready for distribution before submitting it. Corrections to theses, dissertations, capstones, and other culminating projects shall only be made in accordance with the academic policies of the degree-granting campus.

Removal

CUNY Academic Works is a permanent institutional archive. Once a submitted work has been approved by the repository administrator, it may not be removed except by contacting the administrator. Circumstances that may merit the temporary or permanent removal of a work include claims regarding copyright, privacy and data protection. In the case that content is removed, the metadata for that content will remain in the repository with a note explaining the reason for removal.

Individuals who believe that their copyright has been infringed by the posting of a work in CUNY Academic Works should provide notice in compliance with the Digital Millennium Copyright Act of 1998 to CUNY’s designated DMCA copyright agent (currently dmca@mail.cuny.edu). At the request of the DMCA copyright agent upon the receipt of a proper DMCA notice, the CUNY Scholarly Communications Manager will withdraw the work from public view and add a note to the public metadata record indicating the status of the work. The submitter of the work will be notified that the work is subject to a complaint and advised of the submitter’s right to give a counter-notice. If the submitter gives a counter-notice and the complainant does not respond as provided by the DMCA, the removed work may be reposted.