Submission Guidelines

Eligible contributors

  1. Items may only be deposited by members of the Emily Carr University of Art and Design community.
  2. ECU community members include individuals or groups affiliated with an ECU department, program, research team, working group, collaborative project, or conference such as:
    1. Current ECU faculty, researchers, and employees
    2. ECU faculties, departments, and administration
    3. Undergraduate students with faculty sponsorship
  3. Other University-affiliated individuals or entities will be considered on a case-by-case basis

Eligible content

  1. eCollections at Emily Carr collects scholarly and creative materials, as well as important documents related to the university's history, in digital format
  2. Full-text items are only added to eCollections with the permission of the author/creator, and where permitted under Canadian copyright law
  3. eCollections is an open-access repository primarily providing access to complete (i.e. "full-text") digital works, but can also include abstracts and citations
  4. The repository prefers PDF format. For other formats, please contact the administrator.
  5. Previously published journal articles may include different versions, including:
    1. working draft
    2. pre-print: the author's manuscript as submitted to publisher for peer-review
    3. author’s pre-print: all peer-review and other editorial changes are in place in the text, but before layout and minor sub-editing changes
    4. published version: also called the final or official version which has been copy-edited, typeset, and/or enhanced by the publisher in other ways
  6. Works that are subject to a publisher's embargo period may be added to eCollections at any time, but they will not be made publicly visible until the embargo period had ended
  7. Works published or created prior to an author's affiliation or who are no longer affiliated with ECUAD may be retroactively deposited as long as the authors are currently affiliated with ECUAD and meet all submission requirements
  8. The repository will also accept materials produced by non-university researchers that are produced in conjunction with a ECUAD-sponsored event, such as a conference or lecture series
  9. The ECUAD Library reserves the right to deny materials not within the scope of the ECUAD guidelines
  10. The ECUAD Library reserves the right to remove a work from ECUAD without prior notice for administrative or legal reasons. Upon such an occurrence, the metadata record indicating prior storage of the Work in the Repository may remain visible in perpetuity.

Submission Requirements

  1. Full-text items will only be added to eCollections with the permission of the author/creator
  2. Authors/Creators may only submit their own work for archiving
  3. Depositors must accept the terms of the eCollections Submission Agreement by which they:
    1. warrant that they own the copyright, or have permission from the copyright holder to include their work in eCollections. Any restrictions on this copyright must be specified when the work is submitted
    2. attest that the work does not contain any libelous or unlawful matter or violate anyone's right to privacy
    3. grant the ECUAD Library a licence to make the work publicly and freely available on the internet in perpetuity for anyone to view and copy for non-commercial use, as long as the work is not altered and appropriate acknowledgement is given. This is the equivalent of a Creative Commons CC-BY-NC-ND licence
    4. allow the Library to migrate the work to different formats, as needed, in order to ensure that it remains publicly-access
  4. Depositors who hold the copyright in their own work may choose to assign a broader Creative Commons licence which permits additional types of re-use
  5. Depositors will provide bibliographic metadata for their works (i.e. title, description, keywords, abstract, etc.)
  6. Depositors will provide a digital copy of the version of the work that may be legally included in eCollections
  7. Student works must be approved by a sponsoring faculty member, department, or officer of a duly-formed student research group, prior to submission.

Submission process

There is a self-submission process available for ECU staff and faculty. Contact the eCollection administrator to register for an account. If you want to sponsor student research, or if you want assistance to have your research uploaded to eCollections, contact the administrator

Hillary Webb
Systems + Technical Services Librarian
[email protected]

Moderation and Quality Control

  1. Content must be scholarly, educational, or research-oriented, or of cultural or historical value to the ECUAD community
  2. Works must not contain libelous or other unlawful matter, or violate anyone's right to privacy
  3. The validity and authenticity of the content of submissions is the sole responsibility of the depositor
  4. In the case of student works, the sponsoring faculty member or department or officer of a duly-formed student research group is responsible for verifying the quality of submissions
  5. The eCollections administrators do not evaluate the content of submissions. Items are reviewed only for:
    1. the eligibility of authors/depositors,
    2. relevance to the scope of the repository,
    3. valid layout and format, and
    4. the exclusion of spam


  1. Canadian Copyright law applies to all submissions.
  2. Contributors must accept the terms of the eCollections Submission Agreement which requires that:
    1. the work is the original creation of the contributor
    2. the contributor owns the copyright in the work, or has the explicit, written permission of the copyright holder to post the work in eCollections
    3. if a work that has been sponsored or supported by an agency or organization, the contributor attests that he/she has the right to grant the rights contained in this licence and that he/she has fulfilled any right of review or other obligations required by the agreement with such sponsor
    4. work that contains copyright-protected material created by someone else must have explicit, written permission from that third-party to include the work in eCollections
  3. Deposit of previously-published work is only allowed in accordance with publisher policy
  4. Items can be deposited at any time, but they will not be made publicly visible until any publisher's or funder's embargo period has expired
  5. Depositing in eCollections does not affect the copyright of the work, whether it is held by the author(s) or publisher
  6. Any copyright violations are entirely the responsibility of the authors/depositors

If the repository receives proof of copyright violation, the relevant item will be removed immediately.

For more copyright information, please visit our Copyright Guide

Non-exclusive Licence with eCollections at Emily Carr

  1. As part of the eCollections Submission Agreement, depositors must agree to give the ECUAD Library a non-exclusive, worldwide, perpetual and royalty-free licence to copy, store, distribute, and transmit the Submission over the Internet through eCollections on the terms set out below
  2. The rights granted to ECUAD under this Licence will last in perpetuity. References to eCollections include any successor repository designated by ECUAD
  3. The licence gives the ECUAD Library permission to migrate the work to newer formats for the purpose of preserving the work and maintaining its accessibility
  4. By signing this non-exclusive licence, contributors are not transferring copyright to ECUAD; they are simply giving ECUAD permission to make the work publicly-available on the Internet, and allowing ECUAD to archive this work in eCollections

Access and Re-Use

  1. Anyone may access the items held in eCollections free of charge
  2. Items must not be harvested by robots except transiently for full-text indexing or citation analysis.
  3. Re-use of eCollections metadata:
    1. The metadata may be re-used in any medium without prior permission for non-for-profit purposes, provided the OAI identifier or a link to the original metadata is given
    2. The metadata must not be re-used in any medium for commercial purposes without formal permission
  4. The University is not responsible for any use or misuse by third parties who access works through eCollections


  1. Assessments
    1. Information and data obtained by eCollections in support of assessment of services, collections, resources, etc., or in support of research related to repository services, are considered confidential and will not be shared except in aggregates or with the express permission of participants, to protect privacy.
  2. Google Analytics
    1. eCollections uses Google Analytics, a Web analytics service provided by Google, to help understand how the site is being used and to improve the interface and services. Google Analytics operates through the use of a "cookie," which is a text file placed on a user's computer that contains information about his/her use of eCollections. The information stored in the cookie (including user's IP address) will be transmitted to and stored by Google. eCollections uses this information for analytical and feature-improvement related purposes only. It is not shared with any third parties. For more information on Google Analytics and Google's privacy policy, please visit
    2. eCollections users can opt out of this tracking by using one of the following methods:
      1. Turn off cookies in the preferences setting in browser
      2. Use the Google Analytics opt-out browser add-on

Retention and Withdrawal

  1. Retention Period
    1. eCollections is meant to be a permanent scholarly record. Items will be stored indefinitely
    2. Once an item is deposited in the repository a persistent URL will be generated
  2. Withdrawal Policy
    1. Items may not normally be withdrawn from the repository
    2. Acceptable reasons for withdrawal include, but are not limited to:
      1. proven copyright violation or plagiarism
      2. legal requirements and proven violations
      3. falsified research
  3. Withdrawn Items:
    1. Withdrawn items are not deleted, per se, but are removed from public view
    2. Withdrawn items' identifiers/URLs are retained indefinitely
    3. Original URL's will continue to point to ‘tombstone' citations, to avoid broken links and retain item histories
    4. The metadata of withdrawn items will not be searchable
  4. Version Control
    1. changes to deposited items are not permitted
    2. errata and corrigenda may be included with the original record, if required
    3. if necessary, an updated version may be deposited. There will be links between the earlier and later versions, with the most recent version clearly identified.
    4. items are allocated a checksum to facilitate the detection of alterations

With thanks to Kwantlen Polytechnic University Library KORA staff for the borrowed text.