Policies and guidelines

Download a PDF version of the Collections policy

As of October 2024, this policy is under review and will be updated in due course

Manchester Metropolitan University Library Services: Collections policy

1. Introduction

1.1 Purpose of policy

The purpose of this policy is to outline the philosophy and broad principles which enable Library Services to provide access to high quality collections in support of learning, teaching and research. It includes guidance on

• Selection and acquisition of material
• Management of and access to collections
• Withdrawal of materials/information resources

1.2 Scope

This policy applies to all staff, researchers and students.

1.3 Roles & responsibilities

The Library’s Management Team is responsible for implementation of this policy.

2. Overall principles

2.1 Intellectual freedom

In accordance with the Chartered Institute of Library and Information Professionals’ Statement on intellectual freedom, access to information and censorship the Library supports the reader’s right to choose.

Intellectual freedom is an essential value in the life and work of any university. Accordingly, the Library purchases materials that represent a wide variety of viewpoints as long as they support current learning, teaching and research in the University.

The Library supports inclusivity and does not censor materials on the basis of the author or subject’s race, gender, sexuality, creed, nationality, religion, political party, social affiliations, beliefs or opinions. The inclusion in our collections of works that some groups might find offensive does not constitute endorsement or promotion of the works in question. The Library does not add or withdraw, at the request of any individual or group, material that has been excluded or chosen on the basis of the policies and principles outlined in this document.

2.2 Supporting Learning, Teaching and Research

The Library’s collections aim to support current learning and teaching needs. In terms of information requirements, research is supported through a combination of our collections and a fully subsidised inter-library loan/document delivery service. The Library is particularly strong in the field of art & design where its collection is deemed to be of national significance.

2.3 Open and closed collections

It is Library policy to make as much of our physical collections available on open shelves as possible so that staff and students can browse and retrieve items for themselves. However, some of our collections are housed in Reserve Stock which is a secure area of the Library. All items kept in Reserve Stock are listed in the Library catalogue and are retrieved by Library staff on request.

Most of the items held in Reserve Stock are for reference use only within the Library.

2.3.1 Criteria for holding material in Reserve Stock

Monographs and Journals Relevant to Current Teaching and Research in Art, Design and Humanities

• Primary and research material of ongoing value to researchers
• Secondary material which compliments and supports material held in Special Collections
• Material in a fragile state of repair, for which replacements are not easily obtained, and for which suitable binding would be prohibitively expensive
• Valuable material vulnerable to theft or vandalism
• Journals which cannot be physically stored on the open shelves, e.g. oversize, stored in boxes

Dissertations and Theses

• Undergraduate dissertations of local interest
• Higher degree theses which have not yet been digitised

3. Formats/types of material

The Library aims to make material available in relevant ‘formats’. The chief formats supported are as follows:

 3.1 Print and e-books

Format choice depends on availability, cost/value for money, licence terms, accessibility issues, anticipated demand, importance of illustrations, etc. However, it is Library Services’ policy to provide essential reading electronically wherever possible. In relation to e-books, preference is to purchase individual titles, but collections may be considered where appropriate.

 3.2 Print and e-journals

Policy is to purchase electronic in preference to print, but where appropriate, decisions will also take into account the factors above. There is a user-preference for electronic over print in most subject areas because of the ease of searching and linking to full-text. In relation to e-journals, both individual titles and collections are purchased.

Limited Library funding means that purchase of electronic backfiles is likely to be limited. However, where there is heavy use of a title, no existing archival electronic access, and significant space might be saved by discard, then backfile purchase will be given serious consideration.

3.3 Print and e-newspapers

Policy is to purchase electronic in preference to print. The Library provides access to a comprehensive collection of current and historical newspapers online, although this includes many overseas publications, the vast majority of these are in the English language.

3.4 Other electronic databases

Both bibliographic and full-text databases are purchased. Services such as Library Search as well as search facilities embedded in full text databases are starting to reduce dependence on abstracting and indexing services.

3.5 Other formats

The Library collects materials in other formats including, but not limited to, DVD, CD, streaming media, audio collections, images, learning resources and other digital objects where they are relevant to current learning, teaching and research. Some material is also in video and microform. However, in many cases these are gradually being phased out, either because the format is becoming obsolete, because of space/access issues, or because provision is no longer seen as a core Library function.

3.6 Chapters and articles

Digitised copies can be made under the CLA licence from material already in stock or from copyright cleared copies, with links from Talis Aspire or from the relevant unit area in the VLE.

3.7 Theses

All theses submitted for MMU higher degrees are deposited electronically into e-Space, the Library’s e-repository. Hard copy theses already deposited will be retained by the Library until they have been digitised and added to e-Space. Undergraduate and taught postgraduate dissertations may sometimes be deposited in the Library by negotiation between departments and the relevant Library Services Manager, but are subject to a stringent discard policy.

4. Selection

4.1 Reading lists

Reading lists are now available via the student portal with direct links to the Library catalogue, and it is essential that they are accurate, specific, up-to-date and include material which is available via the Library. The Library’s top priority is to ensure good access to material specified as essential on reading lists, providing this digitally wherever possible, and allowing purchase of a wider range of background reading. The expectation in relation to any item specified as essential on a list is that, provided it is available electronically, it will be purchased in electronic format with multiple accesses.

Because of pressure on the budget, teaching staff should consult their subject librarians about the content of lists, to ensure that best use is made of existing material (print or electronic) and that requests for new material are affordable. As well as essential reading, lists may include further reading and recommendations for students to purchase items. See the Resource List Policy for further information.

 4.2 Non reading list items

Suggestions for non-reading list items to be added to stock are also welcome from academic staff, it is ultimately the Library’s decision, based on information provided by academics, usage of existing stock, experience and funds available, whether books are purchased, and if so whether in printed or electronic format. Subject librarians will decide how many copies of print items should be purchased and whether they will be made available for two week loan or reference. For items in electronic format they will also decide whether to order single or multiple accesses.

To support taught courses and to ensure a balanced collection Subject Librarians will also purchase materials which are not on reading lists:

• to encourage use of a wider range of materials;
• to support cross-disciplinary modules;
• to provide general materials e.g. reference works;
• to support academic literacy including English language;
• to develop subject collections and fill gaps in coverage;
•  to assist staff in keeping pace with developments in the subjects they teach.

4.3 Journal and e-resources

Requests for new journals titles and e-resources are considered annually, usually in the spring term, alongside potential cancellations.

New subscriptions typically commence from the following January. Trials of potential new e-resources are established in advance, because of the considerable cost. Where there is a choice of interface/data provider, the decision on how to provide access will rest with Library Services.

4.4 Free web resources

Free web resources are added to the Library catalogue and Library Search at the request of a subject librarian who has judged these to be useful. The Library does not attempt to give a comprehensive overview of open access materials in any subject area.

 5. Donations

The Library is happy to accept donations of material, provided it supports the University’s teaching and research. Items may be added to stock using the following assessment criteria: relevance to the current collections, existing stock availability, physical condition of the item/s. Once added to stock, the item/s become part of the Library’s collections, and cannot be returned to the donor. The Library reserves the right to dispose of material appropriately if it is not considered suitable for addition to stock.

 6. Access for disabled users

Users with a disability might seek information in different ways and it is our policy to provide resources in alternative methods and formats. For example, coloured overlays are available to assist dyslexic students and text may be scanned for further manipulation or access through a speech synthesizer; Library Services endeavours to check in advance of subscription/purchase how accessible e-resources are and to ensure that suppliers are aware of the needs of disabled users. Relevant services are outlined in the Disabled users’ guide. Library staff are happy to work with lecturers and the Disability Service to try to assist students with specific needs in the way which best helps them. In relation to Equalities Impact Assessment, no other groups are affected by this policy.

 7. Withdrawing out-dated or unused material

Withdrawing out-dated or unused material is an essential aspect of maintaining a lively and relevant collection for our academic staff and students and to make the most effective use of Library space by ensuring an appropriate balance between Library materials and study spaces.

 7.1 Criteria for retention/withdrawal of printed books

Decisions are made principally on usage of material, with items normally being withdrawn if not borrowed in the last 5 years. Exceptions will be as follows:

• By its nature, art & design stock does not date and retains its historic relevance. Furthermore, loan statistics are not always a reliable indicator of use as art & design books are often used within the Library only. Stock withdrawal in this subject is therefore done by subject librarians, on a book-by-book basis, along with a knowledge of the rest of the collection and what is currently being taught and researched (Appendix 1).
• A small number of fast moving and mainly textbook based subjects have shorter usage cut-off dates, e.g. for business, law and computing, the cut-off date is 3 years for most items; for engineering material it is 4 years.
• A small number of subjects, principally English and foreign literature and history have longer cut-off dates and are selected for withdrawal if not borrowed within 10 years.
• Where a later edition supersedes an earlier one, we retain as a maximum only the current and pre-current edition. Earlier editions are given a sticker saying ‘More recent edition available’. In each case all editions of the same work have the same classmark.

7.2 Withdrawal of outdated or unused e-Books

• Where a later edition supersedes an earlier one, we retain as a maximum only the current and pre-current edition.
• Subject librarians are responsible for the stock editing of e-books. Approaches will vary depending on the subject areas but a similar approach is taken as to current practices with print books.

7.3 Consultation/liaison in relation to withdrawal of books

Library staff consult academic staff in humanities and art and design subject areas but do not normally consult in areas which are largely textbook based. Justification will be requested from academic staff in respect of requests for retaining material, to ensure there is sufficient space for acquiring new titles and to maintain the right balance between study spaces and Library materials.

In addition, older or out-dated stock that has been borrowed more recently is reviewed in consultation with academic staff, with the aim of replacing older material with newer, more relevant books where possible.

 7.4 Criteria for retention/withdrawal of print journals

In all areas except art and design (where illustration/colour is important and the electronic equivalents lack the same quality), back runs of journals are normally withdrawn where electronic archival access is guaranteed.

Journals that have ceased publication or are no longer taken by the Library (‘dead runs’) and have minimal usage are not retained, on the basis that inter-library loans provide a fast and inexpensive source to fulfil occasional need. Print holdings of trade journals will not normally be maintained where there is an electronic version via any of the service providers. Except in Art and Design and some areas within Humanities, Languages and Social Science, holdings of printed journal back runs are not normally maintained for more than 15 years. General recommendations for periods longer or shorter than the 15 year norm are listed in the table below. However, relevant Library Service Managers make proposals for withdrawal of print holdings on a title by title basis, and therefore for retention of longer or shorter runs based on usage.

 7.5 Consultation/liaison in relation to retention/withdrawal of print journals

There is normally no consultation where electronic access is the norm and electronic archival access is guaranteed. Where appropriate, however, consultation over dead runs will be initiated.

7.6 Physical disposal of withdrawn items

The Library undertakes to dispose of material in the most appropriate way:

• Material of potential use elsewhere is offered to other libraries, including within NoWAL (North West Academic Libraries), the NHS and the British Library.
• Other material is collected by a company who sells them on behalf of the Library. A proportion of the income from the sales comes back to the Library and some goes to an educational charity.
• Any valuable material may be offered for sale (but note that we are likely to have very little of this type of material for disposal, and that the income from such a source is unlikely to warrant staff time)
• Material which cannot be sold or gifted in any of the above ways is disposed of via the university’s waste management contractor.

 8. Funding

The Library receives an annual budget from the University to pay for materials to support learning, teaching and research. A proportion of these funds are required for recurrent expenditure (journal subscriptions, standing orders and subscriptions to electronic databases/resources). The remainder of the budget forms the book fund and is used to purchase items on reading lists and other material recommended by subject librarians, academic staff, researchers and students. It is the Library’s policy to maintain a balance of spending between recurrent and non-recurrent expenditure. Any requests for new subscriptions are managed carefully and they are normally funded by cancelling lesser used resources so as to protect the amount available to purchase books and other non-subscription resources.

The Library regularly acquires e-books using models where large numbers of titles are provided by a supplier for a short agreed period, and then purchase is triggered by use (Patron-Driven Acquisition/PDA).The acquisition models of PDA and some e-book packages which regularly change content, mean that some e-books may be withdrawn from the collection at short notice by the Library’s suppliers.

The Library will use those models which provide the maximum amount of content relevant to teaching and research in the most cost-effective way.

9. Related policies and documents

Resource list policy

Ordering books and journals

There are separate collections policies for Special Collections and the North West Film Archive.

Version number

Version 1.1.

Author name and job title: Fiona Hughes, Library Services Manager.

Appendix 1: stock editing policy - Art & Design

Background

The Manchester School of Art has a distinctive 160-year history and is one of the oldest and largest providers of art and design courses in the UK. MMU is one of the top universities for research in art & design and in the 2008 Research Assessment Exercise, MIRIAD was judged to be the highest rated research centre for art and design in the North West. Within this context, MMU Library is one of the largest university art libraries in the country and the Art Library must ensure that it retains excellent current and historic collections in order to support the needs of both the undergraduate students and as a centre for research.

 The nature of the subject

“…art books have particular characteristics which make special consideration of their retention of the greatest importance. They do not, on the whole, go out of date, in the way that medical or legal textbooks do; opinions, attributions and fashions may change, but the information found in art books seldom becomes dangerously misleading. These changes are themselves of interest and need to be documented: a scholarly approach to the subject requires access to material which reflects taste and opinion at a particular period. Art books are also more likely than many to have intrinsic value as designed objects in their own right. They reflect not just what was being published, but how.”¹

Stock editing

Loan history is not always a reliable indicator of value since books may have been consulted in the Library without having been borrowed. Art & Design students and researchers are often ‘grazers’ in the printed materials and do not necessarily take the books out. The size and weight of some of the art books can also deter issue. A survey in the All Saints Library showed 50% of items re-shelved in Art & Design were from in-library use rather than returns – far exceeding figures in any other subject area.

_¹ ARLIS Guidelines on stock disposal 2000 (last accessed 04/05/2016)
http://www.webarchive.org.uk/wayback/archive/20070825171508/http://www…

Download a PDF version of the research data management policy

Manchester Metropolitan University research data management policy

1. Introduction

1.1 Manchester Metropolitan University firmly believes that good research data management is the foundation of good research, since it allows for the verification of findings and supports digital preservation.

1.2 Publicly funded research data are a public good, produced in the public interest, which should be made openly available with as few restrictions as possible in a timely and responsible manner.¹

1.3 The benefits of opening up research data for scrutiny and reuse are potentially very significant; including economic growth, increased resource efficiency, securing public support for research funding and increasing public trust in research. However, openness requires more

1.4 than disclosure of data. All those engaged with research have a responsibility to ensure that the data they gather and generate is properly managed, accessible, intelligible, and usable by others unless there are legitimate reasons to the contrary.²

1.5 The University supports FAIR Principles for data sharing making data findable, accessible, interoperable, and reusable. FAIR Principles - GO FAIR (go-fair.org)

2. Purpose

2.1 Manchester Metropolitan University has a clear strategy to develop the research environment and ensure research excellence. This policy demonstrates the University’s commitment to adhering to and promoting research data management best practice throughout the research lifecycle and is in accordance with the Concordat on Open Research Data and its principles. This policy outlines the responsibilities of both the University and its researchers in relation to research data management and sets out the support and guidance that is available.

3. Scope

3.1 This policy applies to any individual engaging in research as part of their employment or studies at the University, involving in the creation, collection, generation, processing or destruction of research data, regardless of whether or not the research is funded.

3.2 Researcher leaders, supervisors and mentors should ensure that their collaborators, colleagues and students are aware of the relevant research data management requirements and have a clear understanding of appropriate practice.

4. Definitions

4.1 Researcher

A Researcher references any individual engaging in research as part of their employment or studies at the University.

4.2 Research data

UK Research and Innovation (UKRI) defines research data as ‘the evidence that underpins the answer to the research question, and can be used to validate findings regardless of its form (e.g. print, digital or physical).

These might be quantitative information or qualitative statements collected by researchers in the course of their work by experimentation, observation, modelling, interview or other methods, or information derived from existing evidence. Data may be raw or primary (e.g. direct from measurement or collection) or derived from primary data for subsequent analysis or interpretation (e.g. cleaned up or as an extract from a larger data set), or derived from existing sources where the rights may be held by others.

Data may be defined as ‘relational’ or ‘functional’ components of research, thus signalling that their identification lies in whether and how researchers use them as evidence for claims.

They may include, for example, statistics, collections of digital images, sound recordings, transcripts of interviews, survey data and fieldwork observations with appropriate annotations, an interpretation, an artwork, archives, found objects, published texts or a manuscript.³

Manchester Metropolitan University recognises three main states for research data:

• Active research data (e.g. live digital project data in the research data storage platform)
• Archived research data (e.g. ‘finished’ / ‘end of project’ data prepared for long-term preservation. This may contain sensitive personal information. This is archived for legal, regulatory or contractual purposes and is not publicly accessible)
• Reusable research data (e.g. a dataset that has been made findable, sharable and available for reuse through the most appropriate repository / data archive. This is subject to ethical, legal

For the purposes of this policy ‘research data’ refers to active, archived or reusable data, that is created, collected, generated, processed or destroyed by any researcher at the University.

4.3 Data Management Plans (DMPs)

A Data Management Plan (DMP) is a formal statement describing how data will be managed and documented throughout a research project. A DMP should address the capture, handling, integrity, confidentiality, preservation, sharing, publication and destruction of the research data. DMPs are living documents and therefore should be periodically reviewed and updated to ensure their effectiveness. Manchester Metropolitan University expects all research data to have an associated and proportionate DMP.

4.4 Metadata

Metadata are defined as information about data. In the context of research data management this concerns any descriptive or contextual information related to research data that contributes towards its discoverability, long-term preservation, and reuse. Metadata can range from simple explanatory text documents to extensive structured metadata schemas.

Roles and responsibilities

4.5 Researcher’s responsibilities

4.5.1 The Principal Investigator (PI) is responsible for ensuring ethical approval is obtained for all research projects before any data collection takes place.

4.5.2 The PI has overall responsibility for research data management before, during and after any project or programme. Research data management duties may be shared or delegated but should be clearly outlined in a DMP.

4.5.3 All researchers are responsible for familiarising themselves with the research project DMP and complying with all legal⁴, contractual, ethical or regulatory requirements that are associated with the data in their research project.

4.5.4 All researchers are responsible for ensuring their project data are processed, transferred and stored in a secure manner that preserves its integrity. Active data must be securely stored on the University’s research data storage platform, or an appropriate alternative, in accordance with the specified contractual requirements.

4.5.5 Where data ownership may be ambiguous (e.g.in collaborative projects with external organisations), the PI will be responsible for clarifying responsibilities.

4.5.6 The PI is responsible for appraising and preparing active data for archiving and reuse. Data that is shared should align with FAIR principles, use a suitable format to allow verification of published research findings, and be of long-term academic value.

4.5.7 The PI is responsible for ensuring the research data are suitably archived and shared in the University’s research repository (or appropriate alternative), subject to specific legal, contractual, ethical or regulatory requirements.

4.5.8 The PI is responsible for destroying data that cannot be retained due to legal requirements or that is not of long-term value as specified in the DMP.

4.6 The University’s responsibilities

4.6.1 The University is responsible for providing appropriate infrastructure for secure data storage through a centralised storage solution in order to ensure the safety, integrity and accessibility of live research data.

4.6.2 The University provides an archive and research repository for the archiving, sharing, and long-term preservation of research data.

4.6.3 The University is responsible for the provision of training, support and advice on research data management.

5. Sharing and discoverability

5.1 Data sharing should be considered at the beginning of the project and provision outlined in the DMP.

5.2 Appropriate mechanisms must be in place before sharing sensitive and confidential research data. This includes, but is not limited to, anonymising and pseudonymising data, obtaining correct permissions, and carefully controlling access to data. These issues should be explicitly addressed in a DMP.

5.3 Research data and associated metadata which substantiate published research findings should be made openly available, where possible, no later than the date of first online publication or the end of the research project, whichever is sooner.

5.4 Research data deposited in the University’s research repository will be securely archived in line with requirements specified in the University’s Retention and Disposal schedule⁵, unless specific legal, contractual, ethical or regulatory requirements apply.

5.5 If the data are stored elsewhere, such as in a national or discipline- specific repository, a metadata record must be created in the University’s research repository to facilitate discovery and reuse.

5.6 Research data should be assigned an appropriate copyright licence that encourages  the  sharing  and  reuse  of  the  accessible  dataset.

5.7 A data access statement or Data Availability Statement (DAS) should accompany publications outlining the availability of the data.

6. Rights and restrictions

6.1 It is not always possible or appropriate to make research data open, but any restrictions to access must be justified. Such as where the costs of preserving or supplying the data are disproportionate.

6.2 Access to research data via the University’s research repository can be restricted where necessary to comply with contractual, ethical, legislative or regulatory requirements.

6.3 The legitimate interests of research subjects must be protected. When gaining informed consent, researchers should include provision for data sharing and be fully transparent in how the data are to be used. Any personal data must be anonymised prior to publication and access to sensitive or confidential information must be carefully controlled.

6.4 All research data at the University are subject to the University’s Intellectual Property Rights (IPR) Policy.

6.5 Researchers involved in the creation of original research data retain the right to exclusive first use for an appropriate and well-defined period. Any period of exclusive use should be set out in the DMP and should be balanced against the public interest in release.

7. Associated relevant documents

This policy should be read in conjunction with the University’s other policies and guidelines⁶.

8. Version number and approval dates

Version 2.0.

Authors: Rachel Beckett (Director of Library Services) and Emily Shields (Head of Digital and Research Services).

Approved by RKE Committee & Academic board.

Approved by RKE Committee on 30 April 2022.

Approval by Academic Board TBC.

Review date: June 2024.

¹ UKRI, Guidance on best practice in the management of research data (July 2015; rev. July 2018): https://www.ukri.org/publications/guidance-on-best-practice-in-the-management-of-research-data/

² UKRI, Concordat on Open Research Data (July 2016): https://www.ukri.org/manage-your-award/good-research-resource-hub/open-research/

³ UKRI, Concordat on Open Research Data (July 2016): https://www.ukri.org/manage-your-award/good-research-resource-hub/open-research/

⁴ Including the UK General Data Protection Regulation and Data Protection Act 2018.

⁵  https://www.mmu.ac.uk/records-management/

⁶https://www.mmu.ac.uk/legal-and-policies

Download a PDF version of the Resource (Reading) list policy

This policy has been devised following consultation with students and academic staff and aims to create an even playing field in terms of students being able to access essential reading, better satisfied students, and the development of students who have the skills to trace and evaluate information from a wide range of resources - the latter is both a key graduate outcome and an important factor in employability.

1. Introduction

1.1 Purpose of policy

The Library Service is committed to working in partnership with colleagues in academic departments, to provide the best possible range of information resources (within budgetary constraints) to support them and their students. This policy is called a ‘Resource list’ policy rather than a ‘Reading list policy’, in recognition of the fact that staff may wish to recommend their students look at resources such as videos, podcasts and images, in addition to reading books and journal articles. This policy has been devised following consultation with students and academic staff.

The overall intention of this policy is to create an even playing field in terms of students being able to access essential reading, better satisfied students, and the development of students who have the skills to trace and evaluate information from a wide range of resources - the latter is both a key graduate outcome and an important factor in employability. Online resource provision is also a facet of the sustainability agenda, in that there are no issues in relation to the discarding of physical stock, nor of the need to travel long distances to consult essential material.

1.2 Scope

Although the policy applies specifically to undergraduate programmes, the principles should be viewed as good practice and may also be applied to many units within postgraduate taught programmes.

1.3 Roles & responsibilities

The Library’s Management Team is responsible for implementing this policy.

2. Format of resource lists

2.1 Items for purchase (optional). Max 10 items for English, 3 items for other subjects.

Not all units will include any items in this section. For example if the most important resources to support the unit are all available electronically, there is no need for students to purchase any items. However, where there are core texts which are heavily used for the unit, and they are only available in print format, it is appropriate to list these here. For most subject areas the maximum number in this category is 3 items. An exception is made for English literature units where it is useful for students to have copies of primary texts, and they are cheap to purchase; the maximum for these units is 10 items.

2.2 Essential reading/resources. Max 10 items (all electronic if possible).

In order to meet student demand for access to essential resources it is vital they are available in electronic format. Where this is not possible or where a suitable electronic equivalent cannot be identified, the Library will purchase a suitable number of multiple copies.

2.3 Further reading/resources can then be included if desired. Max 20 items

The Library will stock single copies of print items in this category.

3. Weekly reading/themed lists

It is recognised that the teaching in some units is structured into weekly or themed readings, where this is the case the structure of weekly lists should be:

• Essential items: Max of 5 (to accommodate primary texts as well as secondary)
• Supplementary items/bibliography: Max of 15

4. Access to lists via Moodle

Specialist reading list software is used to compile all resource lists. The data from the list is automatically pulled in to the Unit Specifications and into relevant unit areas on Moodle. Academic staff are encouraged to use this software to create and maintain their own lists; contact your subject librarian for an account and training/support with this activity. Alternatively Library staff can create and edit your lists for you.

5. Units where no resource list is required

It is recognised that there are some units that do not require a resource list e.g. dissertation, placements etc. In these instances we recommend that you liaise with your subject librarian about linking to alternative resources such as your subject guide, Library Search or Library videos.

6. Reviewing and updating resource lists

Academic staff should review their unit resource lists annually in liaison with their subject librarian. Contact details of all subject librarians are on the Library website at https://www.mmu.ac.uk/library/using-the-library/contacts. It is also possible to make interim minor updates to resource lists, e.g. to include an updated edition of a set text or in fast changing subject areas such as computing and law.

7. Non reading list material

The balance of the Library’s information budget is used to purchase a good range of further resources but usually in single copies where hard copy monographs are purchased, and in particular as wide a range as possible of ejournals, etc, to support teaching, learning and research. This is complemented by an all pervasive information skills programme, delivered in a variety of ways, to enable exploitation of a wealth of relevant resources.

8. Benefits of the resource list policy

• Lecturers have access to reading list software (Talis Aspire) which simplifies the creation, editing/updating, annotating and publishing (in the portal, VLE and Library catalogue) of resource lists;
• Lecturers are able to annotate items on reading/resource lists to assist students in identifying material appropriate for their needs
•  Resource lists are easier for students to interpret
• Items recommended for purchase are clearly identified and there are links to Amazon or other suitable vendors as appropriate
•  Items flagged up as essential will be guaranteed to be provided, wherever possible electronically, if not, then in multiple print copies (electronic provision will help everyone, but will assist part-time and disabled students in particular, and links can be embedded in the VLE)
• Further reading may be specified and made available via the Library.
• There are direct links from resource lists to the Library catalogue, to online resources, and, where appropriate, to suppliers such as Amazon
• The whole is supported by a much more pervasive information skills programme, delivered in a variety of ways, to help students discover and exploit an excellent range of print and electronic resources

9. Version number

Version 1.1.

Author name and job title: Fiona Hughes, Library Services Manager.

If you notice anything in e-space that breaches copyright or ethical guidelines please follow the take down procedure:

Take down procedure

What Manchester Metropolitan University will do if content in e-space contravenes UK legislation or ethical guidelines

Manchester Metropolitan University (the University) has sought to ensure that content made available via e-space, the institutional repository, is legal and does not infringe UK copyright law, contain sensitive personal data or include other material inappropriate for open access publication.

If you are concerned about breach of copyright or there is material within e-space that should not be there, please notify the University by emailing [email protected].

Please include the following information

• Your name and contact details.
• Full details of the work in which the infringement is found, including the URL.
• The nature of the alleged infringement, including proof that you are the rights holder or representative if the issue concerns copyright or intellectual property.
• The grounds for your complaint, including, but not limited to, breaches of copyright, obscenity, data protection, commercial sensitivity etc.

Upon receipt of notification, the ‘Take down’ procedure is then invoked as follows:

• The University will acknowledge receipt of your complaint by email or letter and will assess the complaint.
• If the complaint is valid, the material will be temporarily removed from e-space pending an agreed solution.
• The University will contact the contributor who deposited the material, if appropriate. The contributor will be notified that the material is subject to a complaint and encouraged to address the issue.
• The University will urge both parties to reach a swift and amicable solution, with the following possible outcomes:
  • The material is replaced on e-space unchanged
  • The material is replaced on e-space with changes
  • The material is permanently removed from the website
  • If the contributor and the complainant are unable to agree a resolution, the material will remain unavailable through e-space until the matter is resolved or it is removed permanently if this is not possible.

Last edited: MMU Library Services, Nov 2018

Download a PDF version of the Open access policy

Open access policy 2022

Introduction

Manchester Metropolitan University firmly believes that published research findings are a public good and that making them available as widely as possible maximises their impact within the academic community and society as a whole. This policy is in line with open access (OA) principles and research funder policies that endorse free, online, and unrestricted access, where possible, to all research outputs.

There are two main routes to open access:

Green OA 

Green OA involves depositing the research output into an open access research repository, e.g. e-space. Publishers may impose an embargo on access to the full-text.

Gold OA 

Gold OA usually involves the payment of an Article Processing Charge (APC) to the publisher in order to make the article open access within a journal.

The University supports these two routes to OA as viable models for publication and has put in place systems, staffing and funds to support this (see Responsibilities).

Scope

• The policy applies to all researchers at the University who produce outputs from their research.
• The policy applies to all research outputs (e.g. journal articles, conference papers, book chapters, reports, artistic outputs, theses, data) authored or co-authored by staff or post-graduate researchers at the University.

The policy

• Researchers may follow either the green route or the gold route to open access but must comply with funder and publisher requirements when choosing the appropriate OA route.
• All research outputs must be deposited into e-space, the University’s research repository, via Symplectic if appropriate, the University’s Current Research Information Management System, immediately after they are accepted for publication.
• All publications should acknowledge affiliation to Manchester Metropolitan University, and, where appropriate, any funder who has supported the research.

Responsibilities

Researchers

• Responsible for ensuring that their research outputs are made open access irrespective of whether the output is eligible for the REF.
• Responsible for ensuring that their outputs are available in e-space on acceptance of publication to be eligible for the REF.

Library Services

• Responsible for maintaining and managing the University’s research repository, e-space.
• Responsible for ensuring that the outputs deposited in e-space adhere to publishers’ open access policies.
• The Library seeks to ensure that the University takes full advantage of open access publishing discounts and agreements.

The University

• Responsible for providing financial support to publish open access including the APC budget that the Library administers.

Research and Knowledge Exchange (RKE)

• Responsible for monitoring compliance with funder mandates.

Funding for gold open access

• An Article Processing Charge (APC) is usually required to make a journal article open access via the gold route. This allows deposit of a copy of the published article within e-space, the University’s research repository.
• The University has an institutional APC fund to support gold OA publication of journal articles, where this is required by funder mandate or publisher policy. Researchers may also apply for an APC where they believe there is justification. Researchers can access this fund provided they have approval from their Faculty Head of RKE or Research Centre Head. Details of how to apply for this funding is on the Library website: https://www.mmu.ac.uk/library/staff-and-researchers/open-access. The University also has a small grant from UKRI to support the OA publication of any outputs generated from UKRI -funded research.

Version number and approval dates

Version 2.0.

Authors: Rachel Beckett (Director of Library Services) and Emily Shields (Head of Digital and Research Services).

Approved by RKE Committee & Academic Board.

Approval dates: 

• RKE Committee 30 March 2022.
• Academic Board 9 June 2022.

Review date: June 2024.

Download a PDF version of the Research publications policy

MANCHESTER METROPOLITAN UNIVERSITY RESEARCH PUBLICATIONS POLICY 2024 

Introduction 

Manchester Metropolitan University firmly believes that published research findings are a public good and that making them available as widely as possible maximises their impact within the academic community and society as a whole. This policy is in line with open access (OA) principles and research funder policies that endorse immediate, free, online, and unrestricted access, where possible, to all research outputs.  

1. Purpose of the Policy 

The research community has traditionally assigned or given away their scholarly works (in addition to the University’s rights) to publishers by transferring copyright at the point of publication. This means that many journal articles and scholarly works are under complete or partial control by academic publishers. This research publications policy enables researchers to retain re-use rights in their own work and ensure that funder and REF policy requirements are fulfilled. 

This will enable in the delivery of our institutional research strategy, especially raising the profile of Manchester Metropolitan University research and ensure a full record of researcher and institutional research output. 

1.2 Scope  

The policy applies from 1 January 2024 to: 

• All researchers at the University who produce outputs from their research. 
• All research outputs, such as journal articles, conference papers, book chapters, reports, artistic outputs, theses and data, which are authored or co-authored by staff or students at the University, unless otherwise stated in this policy. 

​​​1.3 Roles & Responsibilities 

1.3.1 Researchers are responsible for: 

• Ensuring that their research outputs are made open access irrespective of whether the output is eligible for the REF. 
• Including a rights retention statement when they submit journal articles for publication. 
• Ensuring that their outputs are available in the institutional repository on acceptance of publication. 
• Ensuring the correct institutional affiliation, grant information, and data access statements are used on all their research outputs. 
• Registering their ORCiD and linking it to their Symplectic account. 
• Complying with their funders’ policies relating to open access and research data management. 

1.3.2 Library Services are responsible for: 

• Maintaining and managing the University’s research repository, e-space. 
• Ensuring that the outputs deposited in e-space adhere to publishers’ open access policies. 
• Ensuring that the University takes full advantage of open access publishing discounts and agreements. 
• Providing support and guidance. 

1.3.3 The University is responsible for: 

• Providing financial support to publish open access including the APC budget that the Library administers.  

1.3.4 Research and Innovation (R&I) are responsible for: 

• Monitoring compliance with funder mandates.  

Policy 

2. Retaining intellectual property rights 

2.1 Rights retention statement 

Upon acceptance of publication, each researcher grants the University a non‐exclusive, irrevocable, worldwide licence to make manuscripts of their scholarly articles publicly available in the institutional repository under the terms of a Creative Commons Attribution (CC BY) licence.  

To do this, each in-scope work submitted for publication must include the following text in the acknowledgement section of the manuscript and/or any cover letter/note accompanying the initial submission:  

“For the purpose of open access, the author(s) has applied a Creative Commons Attribution (CC BY) licence to any Author Accepted Manuscript version arising from this submission.” 

Alternative wording with the same intended outcome can be used instead, if required by the relevant funder. 

For more information see the institutional Intellectual Property Policy. Find out more about the institutional Intellectual Property Policy

2.2 Outputs in scope of rights retention 

The licence applies to journal articles authored, or co‐authored, while a person is a staff member or student at Manchester Metropolitan University.  

Where an in-scope output has been co-authored by another institution, the staff member will make a reasonable attempt to obtain a licence from all the co‐authors on the same terms as the licence granted under this policy. This does not apply if the co‐authors are employed by institutions that have adopted a policy granting the same rights. 

This does not apply to any articles submitted before the adoption of this policy [01/01/2024]. 

2.3 Outputs out of scope of rights retention 

The policy does not apply to monographs*, scholarly editions, textbooks, book chapters, collections of essays, datasets, or other outputs that are not scholarly articles. However, the University strongly encourages researchers to make them as openly available as possible with a suitable Creative Commons licence. Further support and guidance are available from the Library Open Research Team. Email the Open Research Team.  

* Except UKRI funded monographs and book chapters published from 1 January 2024. New open access requirements for longform outputs are required for this funder. Find out more about the UKRI longform output requirements. 

2.4 Opting out of retaining rights 

This policy applies to all in-scope outputs submitted for publication from [01/01/2024]. 

However, in exceptional circumstances it is permissible for staff to opt out of the requirement for immediate open access upon publication, or the assignment of a CC-BY licence.  

This action may cause the research output to be non-compliant with funder policies. 

Where a researcher wishes to opt out of the requirement for immediate open access upon publication, they should complete the rights retention waiver form prior to submission of the work for publication, providing a clear rationale based on the reasons listed above. 

Any such request will be reasonably considered by the Library (in consultation with Faculty research leads where necessary) on behalf of the University but will be granted only in exceptional circumstances, and will not be granted where to do so would put the University (or the relevant researcher) in breach of a funder requirement. 

3.0 Open access publishing and deposit 

Whether researchers follow either the green route or the gold route to open access they must retain their rights, and comply with funder and publisher requirements when choosing the appropriate route. 

All accepted manuscripts of research outputs must be deposited into the institutional repository, via Symplectic if appropriate, immediately after they are accepted for publication. 

For further guidance, see the institutional open access policy. Find out more about the institutional open access policy. 

4. Additional researcher requirements 

4.1 Affiliation 

All publications should acknowledge affiliation to the University using a standardised institutional affiliation “Manchester Metropolitan University” in all research outputs and an institutional email address. If required, the standard Manchester Metropolitan University address should be used: 

Manchester Metropolitan University 

All Saints Building 

Manchester 

M15 6BH 

United Kingdom

1. ORCiD  

Researchers must claim, create, and populate their ORCID record and link it to their institutional Symplectic account – contact the Open Research Team for support. Email the Open Research Team. They must then ensure their research outputs and any research profiles also use their ORCiD. 

2. Data access statement 

Researchers must include a data access statement in all research outputs even where there are no data associated with the publication or the data are inaccessible. The statement informs readers where the associated underlying research materials are available and how they can be accessed.   

For more information on research data management, see the Research Data Management Policy. Find out more about the institutional Research Data Management Policy. 

3. Grant information 

Authors must acknowledge the source of grant funding associated with a research output in all research outputs.  

5.0 Associated policies and guidance 

Intellectual Property Policy. Find out more about the intellectual property policy.  

Open access policy. Find out more about the open access policy.  

Research data management policy. Find out more about the research data management policy. 

UKRI open access policy. Find out more about the UKRI open access policy. 

Library research support and guidance. Find out more about Library research support and guidance. 

Creative Commons licences. Find out more about Creative Commons licences.

Version number and approval dates

Version 2.0.

Authors: Rachel Beckett (Director of Library Services) and Jennifer Bayjoo (Head of Open Research Services) 

Approved by UEG on 5 December 2023.

EIA approval date: 13 December 2023.

Review date: 13 December 2024.