Librarian Web Permissions SOP

Here are conditions that DISQUALIFY the site or content from being used in the course regardless of whether or not the website is listed in the External Websites: Permissions Database. 

Some disqualifiers will result in different actions. The action needed is listed below the disqualifiers.

The ID will add library content to the course's LRR page.

• Search the library to locate resources you suspect may be in the library.
• If the content is available in the library, it should be used in place of the external website link and the ID should be notified that it needs to be added to the course readings page.

Next steps:

• Add the following (adjust as needed) to the comments section using the @requester name to ensure they receive the message:

Hi @requester—good news! This is available in the library. I'll mark the external link to this [article, resource, etc] as not allowed, and you can add the following link [include an OpenAthens prefix if required] to your build LRR request on the week it should appear.

• Add the red X emoji before the title to indicate the content is not allowed.
• Set Outcome to Not Allowed: In the Library.
• Set Exists in DB to N/A.
• In TOU URL, enter N/A.
• Complete all fields below Outcome, as applicable.
• Set Permission Status to Complete.

This content is not allowed, but we can attempt written permission.

Next steps:

• Add the following (adjust as needed to fit the request) to the comments section using the @requester name to ensure they receive the message:

Hi @requester, this content has a Creative Common license that requires written permission from the copyright holder. We have sent a request and will keep you posted on its progress.

• Set Outcome to Pending
• Set Permission Status to Pending Written Permission
• If helpful, create a subtask Permission Check In with a date three business days from the original written permission request and assign it to yourself. 

Textbook requests, integrated learning tools, and other UOPX-created content (such as videos) are submitted to the Content: Textbook, Content: Tool Implementation, and Media: Asset / Video Management, respectively.

Next steps:

• Add the following (adjusted as needed to fit the request) to the comments section using the @requester name to ensure they receive the message:

Hi @requester, this resource is a [textbook or learning tool or UOPX video]. I will close this request out. Please submit this to the <Content: Textbook, Content: Tool Implementation, Media: Asset / Video Management> queue.

• Add the red X emoji before the title to indicate the content is not allowed.
• Set Outcome to Not Allowed.
• Set Exists in the DB to N/A.
• In TOU URL, enter N/A or the TOU if you already have it.
• Complete all fields below Outcome, as applicable.
• Set Permission Status to Complete.

We're contractually prohibited from using Harvard Business Review materials that are not available through the library.

Next steps:

• Add the following (adjust as needed to fit the request) to the comments section using the @requester name to ensure they receive the message:

Hi @requester, this content is not allowed by the copyright holder. We're contractually prohibited from using Harvard Business Review materials that are not available through the library. If you would like us to search the library for similar content, please submit a LRR research request to the Library Resource & Research queue, and we are happy to help you find an alternative.

• Add the red X emoji before the title to indicate the content is not allowed.
• Set Outcome to Not Allowed.
• Complete all fields below Outcome, as applicable.
• Set Permission Status to Complete.

Video files must have accurate closed captioning and an accurate, accompanying transcript to meet accessibility requirements. Audio files must have an accurate, accompanying transcript.

The action taken may differ depending on the location of the video. 

See Videos for the next steps and a possible exception for videos without a transcript or closed captioning.

Dead or unstable links.

Can you access the link on a different browser, or does it work after you've cleared your cache? Occasionally, we come across content that doesn't have stable links, meaning that the link used to access the item doesn't work for us. If we can't find a stable link for the content, we cannot use it in a course as students also won't be able to access it.

Content that is only available for a limited time before it is removed from the site.

Materials that are only available for a limited time before they are removed from the copyright holder's website cannot be used. They will eventually become a broken link that will need to be replaced. Examples include episodes of television shows and portions of news broadcasts (i.e., a video of a news segment on CBS.com).

Content that requires students to create an account to a non-UOPX site to access it or allows a limited number of views before requiring an account to be created for access.

If students are required to create an account to access content or if the material is limited to a set number of free views per month (or quarter, year, etc.), we cannot use the material. Examples of this include the New York Times, the Wall Street Journal, and The Washington Post (See the FAQ below for more information and possible exemptions). Interactive web resources, such as assessments or surveys, that require registration to view results also cannot be used (For guidance on linking conditions to a survey, assessment, calculator, or map, refer to the FAQ below).

Content from a competitor's website or from another university that is NOT a unique resource.

We do not want to send our students to websites that advertise competing programs. Does the site contain banners, buttons, or links to apply to non-UOPX programs or provide contact information to enroll? Unless the content is truly unique and cannot be found elsewhere, it's best to find another source for the information.

Content from a site beginning with HTTP rather than HTTPS, which indicates the site is not secure.

HTTPS is HTTP with encryption and verification. HTTPS is far more secure for our students. An HTTP site is more vulnerable to hackers and what is a legitimate article or resource one day, could be completely inappropriate and unreliable the next. Look for the lock icon before the URL in the address bar of your browser to verify the site is secure.

Content that automatically downloads and triggers a security warning. 

Unauthorized downloads pose a risk to students' devices and privacy because they may contain harmful software. Additionally, they remove user control over what gets downloaded or installed.

Next steps:

• If the content or site has any of the above disqualifiers, it is NOT ALLOWED.
• Add the following (adjusted as needed to fit the request) to the comments section using the @requester name to ensure they receive the message:

Hi @requester, linking to this content is not allowed. It (insert reason, i.e., requires a payment before the student can view the information, unstable link, HTTP link, etc.). If you would like us to search the library for similar content, please submit a LRR research request to the Library Resource & Research queue, and we are happy to help you find an alternative. 

• Add the red X emoji before the title to indicate the content is not allowed.
• Set Outcome to Not Allowed.
• Complete all fields below Outcome, as applicable.
• Set Permission Status to Complete.