eGrove User Guide

Copyright Guidelines for Authors

In order to deposit a work in eGrove, you must hold the copyright to that work, or have the approval of the copyright holder to do so. If the work has been or is being published by a traditional publisher, you may have transferred your copyright to them as part of the publication process. You need to know the copyright status of your work before submitting it to eGrove.

    • Consider retaining rights to your article by attaching the SPARC Addendum to your publisher's contract.
    • If you retain copyright to the work in question, and have not given someone else exclusive rights to distribute it, you may submit it to eGrove. You can proceed to directly submit a paper via your account, or review the FAQ if needed. If you share the copyright with other authors, check with them to make sure they also approve of the work being archived and made available at eGrove.
    • If you do not retain copyright, but have transferred your rights to your publisher, you may still be able to deposit a version of your paper in eGrove. You should check your publisher's copyright policy to determine what is allowed to be submitted to an institutional repository. We recommend that you use the SHERPA listing of publisher copyright guidelines.

Some publishers allow such deposit, though often with certain conditions:

  • Some allow the postprint to be submitted to an institutional repository, but not the publisher's PDF version. (The "postprint" is the final, post-peer-review version of the article as it has been accepted for publication. Typically, it is submitted to the repository as a file in a word-processing format such as MS-Word. The "publisher's PDF" is an exact page image of the article as it appears in print.) For more information, see our guide to distinguishing a publisher's PDF and a postprint.
  • Some allow deposit, but not until the publisher’s version has been released (or some specified period after release)
  • Some require acknowledgement that they hold the copyright, and/or a link to the final version on their web site
  • Other publishers do not allow any version of the article to be deposited.

While the SHERPA listing is growing, it does not cover all publishers. Please contact us at if you have questions, or need assistance determining the copyright status of your work.

    • Because of mergers and acquisitions, it is sometimes difficult to identify the parent company for a journal. The SHERPA site allows you to input the journal name to look up the publisher, which you can then look up on the SHERPA listing to check its guidelines.


When submitting an article to eGrove, it is important to include citation information in addition to entering descriptive information such as the author(s), title, date, keywords, and abstract.

  • If you are submitting content via the submission form: Include citation and descriptive information in the “Comments” box.
  • If you are submitting content via email: Include citation and descriptive information in the body of your email.
  • If you are submitting content via Box: Include citation and descriptive information in a separate .doc, .txt, or .xlsx file.

Digital Object Identifiers (DOI):

A DOI is assigned by the original publisher. If you want to--or are required to--indicate a reference to the publisher's final version of a paper, including a DOI provides a stable, permanent identifier. You can turn a DOI into a URL by prefixing to the front of the DOI. Alternatively, you can use CrossRef's free DOI lookup service. You have to enter either the Journal Title or the ISSN (they recommend title), and either the first named author or the first page number. The more information you input, the fewer results you will need to look through. DOI are not required, but their use is encouraged. At this time, eGrove cannot assist in assigning DOIs.

PLEASE NOTE: This document can only provide guidelines and should not be relied upon for legal advice.

eGrove Copyright Guidelines

Repository contributors are responsible for adhering to the copyright guidelines of UM, which include adherence to federal copyright law. In general, we will assume good faith on the part of repository contributors, consult with our contributors on their rights and responsibilities with respect to copyright, and act quickly to remedy copyright problems if they arise.

In order to prevent problems with allegations of copyright infringement involving eGrove, we will:

  • Make it clear that submissions to eGrove should comply with UM’s guidelines on copyright and applicable copyright laws.
  • Require submitters to eGrove to warrant that their submissions do not infringe copyright. (This is part of the submission process.)

For more information, please see UM’s policy on acceptable use of computing resources, the UM Copyright Policy, and Copyright resources from the UM Office of General Counsel, The federal Digital Millennium Copyright Act of 1998 (DMCA) places certain legal requirements on database providers when there is a question of copyright infringement.

In the event that an interested party makes specific allegations of copyright infringement regarding material posted in eGrove, please send an email to with the following information:

  • Your name
  • The title and link of the document in question
  • Your relationship to the document
  • The reason for your allegation
  • Your email address

Upon reviewing the allegation, eGrove administrators will work with the appropriate parties to solve the issue.

Non-Exclusive Deposit License

In order for eGrove to reproduce, translate and distribute your submission worldwide your agreement to the following terms is necessary. Please take a moment to read the terms of this license.

By accessing and using eGrove, you agree to the following:

By uploading your submission, including the abstract (collectively, “your submission”) onto eGrove, you grant to UM and its licensees and assigns the non-exclusive, world-wide, royalty-free right to host, transfer, display, perform, reproduce, translate and adapt your submission into any electronic media format and distribute your submission through electronic media channels now known or hereafter developed for scholarly, noncommercial purposes.