Below is the institutional directive reshaped by the policy toolbox of the Open DOAR, The Directory of Open Access Repositories.

Content Policy

for types of document and data set held

  1. This is an institutional repository.
  2. BUIR is restricted to:
    • Research papers (pre- and postprints)
    • Books, chapters and sections
    • Doctoral theses, privat-docent theses, masters of advanced studies and masters
    • Conference and workshop papers
    • Unpublished reports and working papers
  3. Papers are individually tagged with their publication status (availabality).
  4. Principal languages of documents : Turkish and English

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 and re-sold commercially provided the OAI Identifier or a link to the original metadata record are given.

Data Policy

for full-text and other full data items

  1. Some unrestricted full items are available to anyone free of charge.
  2. Some restricted full items are available only to members of the BUIR's community and may not be distributed to anyone.
  3. Some closed full items may be available only to their authors.
  4. Copies of full items generally can be:
    • reproduced, displayed or performed, and given to third parties in any format or medium
    • for personal research or study, educational, or not-for-profit purposes without prior permission or charge.
    • the authors, title and full bibliographic details are given
    • a hyperlink and/or URL are given for the original metadata page
    • the content is not changed in any way
  5. Full items must not be sold commercially in any format or medium without formal permission of the copyright holders.
  6. Temporary restriction of accessibility (embargo) may exists for some items.

Submission Policy

concerning depositors, quality and copyright

  1. Items may only be deposited by accredited members of the organisation, or their delegated agents.
  2. Authors may only submit their own work for archiving.
  3. The administrator only vets items for the eligibility of authors/depositors, relevance to the scope of BUIR, valid layout and format, and the exclusion of spam
  4. The validity and authenticity of the content of submissions is the sole responsibility of the depositor.
  5. Items can be deposited at any time, but will not enter the repository before validation by an authorized person.
  6. Items will not be made publicly visible until any publishers' or funders' embargo period has expired.
  7. Any copyright violations are entirely the responsibility of the authors/depositors.
  8. If BUIR receives proof of copyright violation, access to the relevant item will be restricted immediately.

Preservation Policy

  1. Items will be retained indefinitely.
  2. BUIR will try to ensure continued readability and accessibility.
    • Items will be migrated to new file formats where necessary.
    • Authors/depositors are required not to protect their document by a password in order to help the long term preservation and access.
    • Where possible, software emulations will be provided to access un-migrated formats.
  3. BUIR regularly backs up its files according to current best practice.
  4. The original data stream is retained for all items, in addition to any upgraded formats.
  5. Items will not be removed from BUIR.
  6. In some cases, items may be withdrawn. Acceptable reasons for withdrawal include:
    • Proven copyright violation or plagiarism
    • Legal requirements and proven violations
    • Falsified research
  7. Withdrawn items are not deletedper se, but are removed from public view.
  8. Withdrawn items' identifiers/URLs are retained indefinitely.
  9. URLs will continue to point to 'tombstone' citations, to avoid broken links and to retain item histories.
  10. Metadata may be corrected where appropriate.
  11. Changes to deposited items are not permitted.
  12. If necessary, an updated version may be deposited.
  13. In the event of BUIR being closed down, the database will be transferred to another appropriate archive.

Access Policy

The purpose of BUIR is to provide stable, long-term public access to digital content produced by members of the Bilkent University community. By default, material deposited in BUIR will be openly accessible worldwide over the Web. Under certain circumstances, restrictions or temporary embargoes on worldwide open access may be imposed. Access restrictions are set during the deposit process but may be relaxed or renewed at a later date. The following restrictions and embargoes are allowed:

  • Access to a collection may be restricted to members of the Bilkent community. This restriction may be temporary or indefinite. Some collections have their own policies which prohibit this restriction.
  • Some items are restricted to the Bilkent University on-campus network. These items can only be viewed within the Bilkent campus or out of campus via Bilkent University's VPN service.
  • Access to the full text of an individual item may be temporarily blocked (to any user) for an embargo period normally not to exceed two years. After the embargo period, the content will be openly accessible worldwide.
  • Bilkent Theses and Dissertations from the Graduate School: Access to the full text may be temporarily blocked (to any user) for an initial embargo period of up to two years, determined by the student at the time of submission.

Requests to impose access restrictions should be addressed to the Library, and are accepted only from authors using their Bilkent email address.

Off-Campus Access

Access to some material in BUIR is limited to the Bilkent community. Access is allowed automatically from on-campus IP addresses.

For remote access, use a VPN (virtual private network). A VPN is a program that provides secure, authenticated, remote access to campus networks without any special settings. VPN service at Bilkent is supported by IT@Bilkent, which provides step by step instructions for Macintosh, Windows, Linux, and mobile devices.