Multiple Co-Authors. When depositing your materials with multiple co-authors, please provide authors who are copyright owners with a link to the Prism Deposit Agreement and allow them to review and accept the agreement. Even if the co-authors are no longer the copyright owners, we still recommend communicating with them about the deposit to Prism.
Copyright Permissions. Be sure you have the rights to upload and disseminate in Prism. The person or entity holding the copyright is often the author; however, some authors have transferred their copyright to journal or book publishers. Use Sherpa/Romeo to check if the publisher allows for uploading to an institutional repository, and if so, which version of the article can be uploaded or if an embargo must be used. In addition, the copyright owner(s) should choose which Creative Commons license is used (or other license, if appropriate), and determine the visibility of the article. For more information, see Copyright in Prism.
Recommended Communications. Below we have provided suggested communications to make it easier to connect with authors. Please edit these communications as needed for your purposes.
Subject: Deposit Scholarly Work in Prism
Dear Co-Author,
I would like to upload [item name/title] to Prism, Northwestern Medicine's institutional repository. Prism disseminates work to a wide audience and provides materials with a citable identifier (DOI) that promotes scientific re-use, and ensures the long-term preservation of work.
See the attached version of the file that will be uploaded.
As a co-author on this work, please review the Prism Deposit Agreement and send us your approval. This agreement grants Northwestern University a non-exclusive license to distribute the material. Copyright owners retain copyright over materials uploaded to Prism, and they can continue to distribute the material through other mechanisms.
In addition, I will use Sherpa/Romeo to identify any copyright transfer agreements we may have signed with publishers so that we adhere to their requirements (e.g. article version, visibility-level, embargo, and/or licenses) for deposit into institutional repositories.
If you have any questions about the deposit agreement, please contact prism@northwestern.edu. You can review records in Prism after the upload is completed. I look forward to your reply.
Sincerely,
[your name and contact information]
Subject: Deposit Scholarly Work in Prism
Dear Co-Author,
I would like to upload [item name/title] to Prism, Northwestern Medicine's institutional repository. Prism disseminates work to a wide audience and provides materials with a citable identifier (DOI) that promotes scientific re-use, and ensures the long-term preservation of work.
See the attached version of the file that will be uploaded.
As a co-author on this work, please review the Prism Deposit Agreement. This agreement grants Northwestern University a non-exclusive license to distribute the material. Copyright owners retain copyright over materials uploaded to Prism, and they can continue to distributed the material through other mechanisms. If you have any questions about the deposit agreement, please contact prism@northwestern.edu.
I am recommending we use the [license type and link to license information]. All material uploaded to Prism should be made available with a rights statement, this is typically a Creative Commons license (or other license, if appropriate); the license tells others how your material can be used. We can use this resource to help choose a different license, or review all rights statements available in Prism (see Appendix: License Type).
I recommend making our work available [visibility level] [with or without embargo] in Prism. All material(s) uploaded to Prism are required to have a visibility setting. The visibility level available are: Public Record and Public Files, Public Record and Restricted Files, and Restricted Record and Restricted Files. If you have any questions, please refer to Visibility in Prism.
Please send your approval for the Prism Deposit Agreement, and your decision regarding my recommendations for the license and visibility-level. You can review records in Prism after the upload is completed. I look forward to your reply.
Sincerely,
[your name and contact information]