Glossary

ScholarWorks Glossary

A guide to common terms, phrases, and acronyms for working in the CSU Institutional Repository: ScholarWorks. 

Access Restriction Options: When you submit your file(s), you will have the option of selecting its degree of Visibility within ScholarWorks, which will control who can access your materials. You can also select to restrict access to your work for a certain time period. Certain license terms apply to each option:

Visibility Level: PUBLIC: By choosing the Public option you are allowing anyone in the world to view your submission. 

Visibility Level: CSU: If you select the CSU access option, you have decided to restrict access only to users of CSU networks. Your deposit will not be accessible to colleagues or students at other universities or to members of the public. If you want your work to be accessible to the broader scholarly community, you should consider the regular Public option instead. If you choose, you may also further limit access to specific individuals or groups of individuals at the CSU.

Visibility Level: CAMPUS: If you select the Campus access option, you have decided to restrict access only to users of your campus. Your deposit will not be accessible to colleagues or students at other universities or to members of the public. If you want your work to be accessible to the broader scholarly community, you should consider the regular Public option instead. If you choose, you may also further limit access to specific individuals or groups of individuals at the CSU.

Visibility Level: PRIVATE: If you have selected the PRIVATE access option in the ScholarWorks deposit process, you have decided to allow the CSU a more limited set of rights than those afforded under the Public license option. Whether your deposit will be entirely private is dependent upon the policies adopted by your campus for self-submission. If your campus employs unmediated self-submission only you and those with CSU systemwide administrator permissions will be able to view your deposit. If your campus uses either a mediated self-submission or uploads the file on your behalf, your deposit will be accessible to your campus ScholarWorks project manager and those with CSU systemwide permissions. To determine which system your campus employs, please contact your campus project manager This link will take you to an external website in a new tab.. If you want your work to be accessible to the broader scholarly community, you should consider the regular Public or the CSU settings instead.

Embargo: Restricting access to an item and removing it from public access, usually for a set period of time. Embargoes in ScholarWorks can limit the access completely (AKA “private”), limit the access to members of the CSU community (the end user will need to be logged in to get access), or to your specific campus community. 

Ingest: Uploading materials into ScholarWorks. Depending on the workflow, ingested material may be immediately available under selected visibility settings, or it can require approval by administrators before being made visible in the repository.  

Lease: If you select the Lease option, you have decided to place a time limit on wider access to your deposit by indicating a date at which the access level will be reduced from its initial setting. The level of access for that initial time period will depend on the visibility level that you have chosen, with the options being either Public, CSU community or your specific campus community. On the specified date, access will be reduced to either the CSU community, your campus, or only you (the Private setting), depending on the option you select. If you want your work to remain accessible to the broader scholarly community, you should consider the Public setting instead.

Privacy: Privacy or visibility determines who may view a work and/or its metadata. Access restrictions may vary from private (only the depositor and repository administrators may access) to public (anyone with internet access can access).

Restricted: Restricted works are not fully public and have some limitations on their visibility that impact who is able to access or discover them. These can include private works (available to depositors and ScholarWorks administrators only), leased works that may be subject to restrictions at a later date, embargoed works (works with limited access for a set period of time), or works limited to Campus or Cal State authenticated users. 

Workforms: Workforms are the five current templates available in ScholarWorks to upload/ingest materials into ScholarWorks. The available workforms are: Master's Thesis or Dissertation, Presentation, Publication, Dataset, and Open Educational Resource.