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University Library, University of Illinois at Urbana-Champaign


This guide has information on how to deposit and access IDEALS materials for individuals and collection administrators.

If you have permission to deposit this material into IDEALS

If you have permission to deposit this material into IDEALS, you must agree to the terms in the non-exclusive distribution and preservation license for IDEALS. This allows us to disseminate the deposited work over the web and make copies of that work for preservation purposes.

If you hold copyright:

If you hold copyright over an item deposited in IDEALS you retain that copyright when it is deposited. All copyright holders must agree to a non-exclusive distribution and preservation license that allows us to disseminate the deposited work over the web and make copies of that work for preservation purposes. The copyright holder may distribute or formally publish their work in the same or different form without obtaining permission or notifying IDEALS staff. The IDEALS page will explicitly state that the deposited work is protected by copyright. IDEALS does not seek or claim copyright on any deposited works, nor does it seek revenue from deposited works.

When you deposit a work, you may note when a work is made available under a Creative Commons license. Authors that wish to consider setting conditions on re-use (outside of fair use) of their materials may wish to see the information on the Creative Commons licenses and the Creative Commons license selection tool.

Depositing your work in IDEALS automatically provides a time and date stamp that will verify your expression of an idea or document your research at a given point in time.

If you have signed copyrights over to a third party

If you have signed over your copyright to a publisher or other third party, you may still be able to deposit that work into IDEALS.

In 2015, the Senate of the Urbana campus approved a university policy on Open Access to Research Articles which was approved by the Board of Trustees in 2016. This policy grants the University a nonexclusive, irrevocable, worldwide license to exercise all rights under copyright to the scholarly articles produced by faculty members. It specifically allows the deposit of preprints of scholarly articles to IDEALS, and in limited cases as allowed by the publisher, the final published copy. Under the policy, researchers will retain copyright to their work. Work published before adoption of the policy is exempt from it. Occasionally, a publisher requires that its authors opt out from the Illinois OA Policy. Please see the Library’s Illinois OA Policy guide for the opt-out waiver form as well as more detailed information on the Illinois OA Policy.

To know what a journal or publisher permits, visit the SHERPA-RoMEO database, search or browse for the name of the journal or publisher, or contact IDEALS staff for assistance: You can also negotiate to submit your work to IDEALS directly with your publisher. Check the Scholarly Communications & Publishing webpage for additional information and resources.

If there are specific conditions that the copyright holder makes for the deposit of the material (for example, that it must include the citation information or must be embargoed for a specific period of time), you must follow those conditions within IDEALS.

If you have signed copyrights over to a third party

In some cases, the copyright to your work may be held by the University of Illinois Board of Trustees. Article III: Intellectual Property of the University of Illinois Board of Trustees General Rules and Procedure. Requests to use these works should be submitted to the Office of Technology Management via the Copyrighted Material Request Form.

Deposit Agreement - Non-Exclusive Distribution and Preservation License

To properly administer the Illinois Digital Environment for Access to Learning and Scholarship (IDEALS) and preserve the contents for future use, the Board of Trustees of the University of Illinois on behalf of its Urbana-Champaign campus (the "University") requires certain permissions and warrants from you, the author(s) and/or copyright owner. If you are the copyright owner, by accepting this license, you still retain copyright to your work and do not give up the right to submit the work to publishers or other repositories. If you are not the copyright owner, you represent that the copyright owner has given you permission to deposit the work.

By accepting (clicking through) this license, you grant to the University the non-exclusive right to reproduce, translate (as described below), and distribute the submission, including the descriptive information (metadata) and abstract, in any format or medium worldwide and royalty-free, including, but not limited to, publication over the Internet, except as provided for by an addendum to this agreement.

When provided, the University will clearly identify your name(s) as the author(s) or copyright owner(s) of the submission as well as the name(s) of the copyright owner(s) if different from your name(s), include a statement of your copyright, and will not make any alteration, other than as allowed by this license, to your submission.

You agree that the University may translate the submission to any medium or format for the purposes of security, back-up, and preservation. You agree that the University may make multiple copies of the submission for the purposes of security, back-up, and preservation.

If you cannot make all of the following representations, then you shall contact the IDEALS Staff at before proceeding further. In order to make this submission, you represent that:

  1. You have the right to grant the rights contained in the license.
  2. This submission does not, to the best of your knowledge, infringe on anyone's copyright or other intellectual property rights.
  3. If the submission does contain material for which you do not hold copyright and that exceeds fair use, you have obtained the unrestricted permission of the copyright owner to grant the University the rights required by this license and that such third-party owned material is clearly identified and acknowledged within the text or content of the submission.
  4. The submission does not contain any confidential information, proprietary information of others or export controlled information.
  5. There are not any restrictions or required publication delays on the distribution of the submission by the University.
  6. The information you provide about the submission is accurate.

You understand that if copyright terms for, or ownership of, the submission change, it is your responsibility to notify the University of these changes.

You understand that you may request that the submission be withdrawn from IDEALS, and, in such an event, the descriptive information (metadata) will be retained and a copy of the submission will be retained in a 'dark archive' where it is no longer publicly accessible. The exception to this is requests to withdraw theses and dissertations electronically deposited with the Graduate College; in those cases, you understand that you must contact the Graduate College at to make such a request.

If the submission is based upon work that has been sponsored or supported by an agency or organization other than the University, you must fulfill any right of review or other obligations required by the contract or agreement with such an agency or organization before depositing into IDEALS.

By accepting this license, you acknowledge that you have read and agreed to the terms of this agreement and all related IDEALS and University policies.