## Guidelines for Contributors (public toolkit) ## ---------- #### **Note:** Only COAPI members can contribute to the Toolkit. COAPI is an informal organization and no dues are required to join. Membership is divided into Full and Affiliate member tiers on the basis of the stage of development or implementation of the joining institution’s OA Policy. Please see the [COAPI website][1] for more information about how to become a member. #### #### **File Formats** #### Because Toolkit users will in many cases need to customize resources for use at different institutions, Toolkit contributors are encouraged to use file formats that can be easily edited (e.g., .docx, .pptx, .xlsx, .odt, .odp, etc.) To increase accessibility of Toolkit resources for users who do not have access to proprietary software, Toolkit contributors are also encouraged to share duplicate versions of resources in .pdf format. #### **Naming Conventions** #### File names should use the following syntax: *InstitutionName_DocTitle_YYYYMMDD*. To avoid ambiguity, the full name of the institution should be used. Short forms are fine, but full abbreviations are discouraged (unless they are unique). Examples: - ArizonaStateUniv_OAPolicyText_20160411 - UnivKansas_PublisherLetter_2016 - IUPUI_OAPolicyAdvocacyPresentation_2016 #### **Public & Private Sharing** #### The Toolkit [folder structure][2] includes spaces for public resources and private resources (accessible only to COAPI members). Toolkit contributors are encouraged to make resources publicly accessible wherever possible. Links to external resources that are publicly available online may be added to the [Links to External Resources][3] wiki page. #### **Licensing & Permissions** #### All materials made available as part of the COAPI Toolkit will carry the [CC-BY 4.0][4] license unless specified otherwise. If you would like to attach a different license to your document, please include licensing language prominently and explicitly within your document. Attaching a [CC0 public domain dedication][5] is recommended in cases where it would be difficult for others to provide attribution when reusing the resource you are contributing (e.g., job descriptions). When attaching a Creative Commons license, please specify the version (in the case above, 4.0) and include a link to the legal code of the license. If using third-party materials, please ensure that: * you are exercising [fair use][6]; OR * you have permission to use the materials (in which case, please attribute the materials clearly within your document and state that you are using them by permission) If you have questions about this, please ask members of the [COAPI working group][7]. If we don't know the answer, we'll try to connect you with someone who does. [1]: http://sparcopen.org/people/coapi/ [2]: https://osf.io/vhw6d/ [3]: https://osf.io/vhw6d/wiki/Links%20to%20External%20Resources/ [4]: http://creativecommons.org/licenses/by/4.0/legalcode [5]: https://creativecommons.org/publicdomain/zero/1.0/ [6]: http://fairuse.stanford.edu/overview/fair-use/four-factors/ [7]: https://osf.io/vhw6d/wiki/Toolkit%20Working%20Group/