Touro College and University System
Institutional Repository Policies and Procedures
Touro Scholar is an online institutional repository supporting the research and teaching mission of Touro College and University System (including New York Medical College). It is intended to both preserve and promote the research and scholarship of the Touro community to the wider public. The Touro Libraries maintain this repository.
The repository is intended as an open access resource to Touro research and scholarship. This means that most material on the repository will be freely available to the public. Some material may not immediately be freely available due to publisher embargoes, copyright, or other issues. Some access is restricted to Touro College and University System member use.
Content is restricted to works that fall within the faculty, staff, or student’s scope of research, scholarship, creative work being conducted, or field of study being pursued at the Touro College and University System. Campus policies on materials accepted are subject to change.
Examples of eligible material include:
- Abstracts published in scholarly/academic journals
- Conference/symposium articles in published proceedings
- Articles in scholarly/academic/professional journals
- Published books (authored/edited)
- Published book chapters (authored/edited)
- Published book/film reviews in academic publications
- Creative works – curated or published; not self-published (poetry, novels, short stories, published plays, art exhibits, musical scores and choreographed dance, audiovisuals)
- Published encyclopedia entries (excluding Wikipedia)
- Letters to the editor, if published in peer-reviewed journals
- Data sets and other supplements for published materials
- Student works submitted by department heads
- Master’s theses
- Capstone papers
- Poster presentations
- Doctoral dissertations
- Department-published journals
- Poster presentations
- Presentation slides from conferences or professional organization meetings (i. e. APTA Combined Sections Meeting)
- Doctoral dissertations
- Campus-specific submissions (see appendix)
Current Touro College and University System faculty, staff, and students with faculty sponsorship (meaning that their work has been approved by a faculty member) may only submit work which they have authored or co-authored, and which they have a legal right to submit. Depositors must not submit materials with confidential information, and must have permission from all co-authors. Full texts of publications must be deposited, although there may be a delay in making the publication publicly visible to comply with publishers' embargoes or other issues. Authors/depositors take the responsibility for the integrity and usability of the data, not Touro College and University System. Any intellectual property rights violations are entirely the responsibility of the authors/depositors; administrators only vet materials for depositor eligibility, mission relevance, format, and exclusion of spam. Materials that violate these rules will be removed.
In order to manage submissions most efficiently, we request that units appoint contacts who will collaborate with the Libraries in depositing the material.
The “pre-print” refers to the author's copy before it has been submitted for peer review. The “post-print” is the author's copy after it has undergone and incorporated peer review but before it has been formatted, etc. by the publisher. The "definitive version" would be the publisher's PDF- the version of the article after it has been peer-reviewed and formatted by the publisher. This is the version that will actually appear in the publication. We will accept pre-prints only if the article has already been published – if this is the only copy the depositor has access to. We do not accept pre-prints of articles that have not been published.
Pre-print: The author retains the right:
- to post a pre-print version of the article on a public electronic server connected to the world wide web;
- to post a pre-print or reprint of the article on an internal or external server controlled exclusively by the author or employer provided that such posting is noncommercial in nature and the article is made available to users without a fee or a charge and if the following statement appears on first page or screen of the paper as posted on the server: This article was (will be) published in <> [insert name of publication] and is made available as an electronic reprint (pre-print) with permission of the publisher. One print or electronic copy may be made for personal use only. Systematic or multiple reproduction, distribution to multiple locations via electronic or other means, duplication of any material in this paper for a fee or commercial purposes, or modification of content of the article are prohibited;
- to post and update the article on non-publisher servers (including e-print servers) as long as access to such servers is not for commercial use and does not depend on payment of access, subscription, or membership fees. Any such posting made or updated after acceptance of the article for publication shall include the citation information and copyright notice, and should provide an electronic link to the journal's web site
Post-print: The author retains the right:
- to self-archive an author-created version of his/her article on his/her own web site and his/her institution's repository, including his/her final version; however the author may not use the publisher's PDF version which is posted on <> without permission. The author may only post his/her version provided acknowledgement is given to the original source of publication and a link is inserted to the published article on the publisher's web site. The link must be accompanied by the following text: 'the original publication is available at < > ' [insert URL where brackets are];
- to post and update the article on e-print servers as long as files prepared and/or formatted by the publisher or its vendors are not used for that purpose unless permission has been obtained. Any such posting made or updated after acceptance of the article for publication shall include a link to the online abstract in the publisher's journal of to the entry page of the journal;
- upload the author's accepted manuscript PDF ('post-print') to institutional and/or centrally organized repositories but must stipulate that public availability be delayed until <> [insert appropriate numbers of months] months after first online publication in the journal;
- When uploading an accepted manuscript to a repository, the author should include a credit line and a link to the final published version of the article. This will guarantee that the definitive version is readily available to those accessing your article from public repositories, and means that the article is more likely to be cited correctly: This is a pre-copy-editing, author-produced PDF of an article accepted for publication in [insert journal title] following peer review. The definitive publisher-authenticated version [insert complete citation information here] is available online at: <> [insert URL that the author will receive upon publication here]
Definitive version: The author retains the right:
- to post an electronic version of the final publisher's file of the article on the author's current institutional internet server for limited non-commercial distribution, provided that proper notice of the publisher's copyright is included and that no separate or additional fees are collected for access to or distribution of the article apart from the internet access fees which may be paid to an internet access provider.
- When a category of work from a campus will be included on Touro Scholar (for example, all theses from a specific campus’ school) minimally citations will be included for the works of all students. Students may restrict or not provide right to full-text access for a certain amount of time. Students will be required to provide an abstract and keywords for posting and to provide some access.
Materials will be retained indefinitely, with emphasis put on continued accessibility; however, it may not be possible for certain files to continue to be readable if they are in unusual formats.
Materials may not normally be removed from the repository, but may be for certain reasons, for example, if publishers’ rules mandate it, or there is a proven violation with copyright. Once an item has been deposited, it may not be changed. Errata/corrigenda may be included, and if absolutely necessary, an updated version of the material may be submitted.
Manuscript format: Articles submitted must conform to the following guidelines to be considered for publication, and not following them may result in materials being sent back to depositors for revision.
Materials must include at minimum:
- Author(s) names,
- Touro department/school,
- Title of article or book
- Name of journal, volume, issue or date
- Page numbers (if not online-only journals, or article number if online-only and available)
- DOI if available; if not, URL of article if available
- Abstract: The abstract should be factual in nature and include both the purpose and the major conclusions of the article. This is a short summary and should not contain references. If the author does not include an abstract, the administrators may write one instead. Administrators may also edit abstracts.
- Keywords: Authors are requested to provide keywords that relate to the article or book. Administrators will also assign keywords if the author does not provide them, and/or add additional terms if the author does provide keywords.
- File format: It is preferred that files be submitted in .pdf form. If manuscripts are submitted in Microsoft Word or Rich Text Format (.rtf), please turn off the "track changes" feature.
- Persistent Identifier: Not required, but strongly suggested, is including the depositor ResearcherID, Scopus, or ORCID.
Author’s Deposit Agreement(Adapted from University of Michigan’s Agreement and Marquette University Graduate School Publishing Document)
I hereby grant to Touro College and University System the non-exclusive right to retain, reproduce and distribute the deposited work(s) (the Work(s)) in whole or in part, in and from its (their) electronic format. This agreement does not represent a transfer of copyright to Touro College and University System.
Touro College and University System may make and keep more than one copy of the Work(s) for purposes of security, backup, preservation and access, and may migrate the Work(s) to any medium or format for the purpose of preservation and access in the future. Touro College and University System will not make any alteration, other than as allowed by this agreement, to the Work(s).
I represent and warrant to Touro College and University System that the Work(s) is (are) my original work. I also represent that the Work(s) does (do) not, to the best of my knowledge, infringe or violate any rights of others. For quoted material, including, but not limited to, text, images and graphs, I believe such usage falls within fair use or I have obtained permission for use. I understand that any copyright violation is mine and that Touro College and University System shall be held harmless.
I further represent and warrant that I have obtained all necessary rights to permit the Touro College and University System to reproduce and distribute the Work(s) and that any third-party owned content is clearly identified and acknowledged within the Work(s).
By granting this license, I acknowledge that I have read and agreed to the terms of this agreement and all related policies.
Appendix – Campus-Specific Submissions
New York Medical College
- Historical medical instruments
- Digitized yearbooks
- NYMC newsletters
- Campus historical material
Touro University California
- Campus historical material
- Departmental newsletters or journals
- Digitized yearbooks