Research Showcase @ CMU Policies

Research Showcase @ CMU is a digital repository operated by Carnegie Mellon University Libraries to maintain a record of the research output of the CMU community and organizations affiliated with members of the CMU community. The repository collects, organizes, preserves and provides free online (open) access to scholarly work created or hosted at CMU. It contains bibliographic descriptions of research products and, whenever possible, the full text of those products.

Collection Development Policy

Open Access

Research Showcase @ CMU is an open access repository, meaning that anyone with an Internet connection can access and download the material at no cost. All bibliographic metadata in Research Showcase is available open access; see the Metadata Policy for more information. Open access to full-text work deposited in Research Showcase can, if necessary, be delayed (embargoed) for six months, one year, two years, or five years. Full-text work not intended to be available open access eventually should not be deposited in the repository. See the Data Policy for more information.

Affiliation with Carnegie Mellon

Any original work by a CMU community member is eligible for inclusion in Research Showcase. At least one author should be affiliated with Carnegie Mellon, except in the case of hosted journals and conference proceedings, in which case the supporting organization holds CMU affiliation. Work created by a current CMU affiliate while affiliated with another institution may also be included. See the Submission Policy for more information.

Works Created at Carnegie Mellon

Research Showcase @ CMU collects bibliographic metadata and provides a link to the publisher or PubMed record of the work (if applicable) for:

  • Original work published or created by CMU faculty and graduate students, including but not limited to journal articles, book chapters, conference papers, presentations, technical reports, white papers, theses and dissertations.
  • Selected undergraduate student honors theses and capstone projects.

Whenever possible, the repository collects the full text described in the metadata and is available for download. For full text to be deposited in Research Showcase:

  • The author must be the copyright owner or have retained the rights necessary to grant Carnegie Mellon University the right to preserve and provide open access to the material. The University encourages authors to deposit their work in Research Showcase and, if they own the copyright to their work, to license reuse rights using a Creative Commons license. See the CMU Guidelines on Author Rights and Preservation.
  • Deposits of published articles must comply with publisher policy regarding the version deposited and the embargo on open access. Authors can search publisher policies in the SHERPA RoMEO database.
  • Deposits of master’s theses, doctoral dissertations, and undergraduate student honors theses and capstone projects must be sponsored and vetted by CMU faculty.
  • The work must be in PDF format or be able to be converted to PDF format. For work in other formats, e.g., streaming audio or video, the metadata in Research Showcase can link to the work hosted elsewhere. Any supplemental material can be added as an attachment to the record.

Works Hosted at Carnegie Mellon

The University Libraries publishes journals and conference proceedings for scholarly societies affiliated with members of the CMU community. The bibliographic metadata and the full-text articles are available open access in Research Showcase @ CMU. Repository functionality supports article submission, coordination of peer review, publication and preservation. For more information on the Libraries' publishing service, contact Katie Behrman, .

Revision and Withdrawal Policy

Research Showcase @ CMU is intended to provide permanent access to and preservation of content deposited in the repository. Authors depositing content in the repository are responsible for the accuracy of their work and management of the copyrights to their work.


If an author finds that a deposited work contains errors, he or she can submit a corrected PDF to the repository manager to replace the erroneous version. If a document is revised into a new work, for example, a technical report revised into a journal article, it should be submitted to the repository as a new item.


Full-text work may be removed from the repository for a compelling reason. Compelling reasons include, but are not limited to, violations of copyright or publisher policy, research misconduct (plagiarism, fabrication or falsification of data), legal requirements, and national security. When a work is withdrawn, it is removed from public view, but the bibliographic metadata remains in the repository. A statement of withdrawal is added to the Comment field in the metadata. See the Preservation Policy for more information.

Metadata Policy

For information describing items in the repository
  1. Anyone may access the metadata free of charge.
  2. The metadata may be re-used in any medium without prior permission for not-for-profit purposes provided:
    • The OAI Identifier or a link to the original metadata record are given.
    • Research Showcase @ CMU is mentioned.
  3. The metadata must not be re-used in any medium for commercial purposes without written permission.

Data Policy

For full-text and other full data items
  1. Anyone may access full items free of charge.
  2. Copies of full items generally can be:
    • Reproduced, displayed or performed, given to third parties, and stored in a database in any format or medium
    • For personal research or study, educational, or not-for-profit purposes without prior permission or charge
    • Provided:
      1. the authors, title and full bibliographic details are given;
      2. a hyperlink or URL are given for the original metadata record;
      3. the original rights permission statement is given; and
      4. the content is not changed in any way.
  3. Full items must not be harvested by robots except transiently for full-text indexing or citation analysis.
  4. Full items must not be sold commercially in any format or medium without written permission from the copyright holders.
  5. Some full items are individually tagged with different rights permissions and conditions.
  6. This repository is not the publisher. It is an online archive.
  7. Mention of Research Showcase @ CMU is appreciated but not mandatory.

Content Policy

For types of document and data sets held
  1. This is an institutional repository.
  2. Research Showcase @ CMU holds all types of materials.
  3. Deposited items may include:
    • Working drafts
    • Submitted versions (sent to journals for peer-review)
    • Accepted versions (author's final peer-reviewed manuscripts)
    • Published versions (publisher-created files)
  4. Items are individually tagged with their publication status.
  5. Submission Policy

    Concerning depositors, quality, and copyright
    1. Items may only be deposited by accredited members, academic staff, registered students, and employees of Carnegie Mellon University or their delegated agents.
    2. Authors may only submit their own work for archiving.
    3. Eligible depositors must deposit bibliographic metadata for all their publications.
    4. The administrator only vets items for the eligibility of authors/depositors, relevance to the scope of Research Showcase@ CMU, valid layout & format, and the exclusion of spam.
    5. The validity and authenticity of the content of submissions is not checked.
    6. Items can be deposited at any time, but will not be made publicly visible until any publishers' or funders' embargo period has expired.
    7. If the University Libraries receives proof of copyright violation, the relevant item will be removed immediately.

    Preservation Policy

    1. Items will be retained indefinitely.
    2. The University Libraries will try to ensure continued readability and accessibility.
      • Items will be migrated to new file formats where necessary.
      • It may not be possible to guarantee the readability of some unusual file formats.
    3. The University Libraries is working with external partners to backup items in external archives.
    4. Files are regularly backed up according to current best practice.
    5. The original bit stream is retained for all items, in addition to any upgraded formats.
    6. Items may be removed at the request of the author or copyright holder, but this is strongly discouraged.
    7. Acceptable reasons for withdrawal include:
      • Journal publishers' rules
      • Proven copyright violation or plagiarism
      • Legal requirements and proven violations
      • National Security
      • Falsified research
      • Author request
    8. Withdrawn items are not deleted, but are removed from public view.
    9. Withdrawn items' identifiers/URLs are retained indefinitely.
    10. In the event of Research Showcase @ CMU being closed down, the database will be transferred to another appropriate archive.