School Policy on Digital Archives of Theses

I. Purpose

This policy is designed to ensure the proper management, preservation, and accessibility of theses in digital format at Holy Infant College of Tacloban City, Inc. It aligns with the college’s commitment to fostering academic excellence, integrity, and lifelong learning, while ensuring the proper storage and accessibility of scholarly works for future generations.

II. Scope

This policy applies to all students, faculty members, and administrative staff involved in the submission, archiving, and access of theses or dissertations within the college. It covers all theses submitted for graduate, postgraduate, or research degree programs at HICINC.

III. Objectives

In alignment with the mission and vision of HICINC, the objectives of this policy are:

1. To ensure the secure storage and preservation of theses in a digital archive, promoting academic continuity and accessibility.
2. To facilitate academic collaboration by making scholarly works readily accessible to authorized users.
3. To uphold academic integrity through compliance with the institution’s ethical guidelines and legal requirements on intellectual property.
4. To contribute to the global learning community by providing wider access to research and knowledge produced at HICINC.

IV. Submission of Theses

1. Electronic Submission: All theses must be submitted in digital format via the School’s digital archives, preferably in PDF format.
2. Deadline: Theses must be submitted on or before the deadline set by the Graduate Studies Office/Research Department.
3. Submission Form: A digital submission form must be completed, which will include the thesis title, abstract, author(s), advisor(s), and other relevant details.
4. Ethical Statement: A signed statement of compliance with academic integrity must accompany each submission, affirming that the thesis is the student’s original work and follows ethical guidelines.

V. Confidentiality and Access

1. Restricted Access: Theses containing sensitive or confidential information may be requested for restricted access for a specified period. These will only be accessible to authorized personnel.
2. Public Access: Once any restrictions have lapsed, or if no restrictions are set, the thesis will be made available to the public through the college’s digital archives.
3. Consent: Students will indicate their preference for restricted or public access during the submission process. This will be documented as part of the submission.

VI. Archiving and Preservation

1. Long-term Storage: All submitted theses will be stored securely in a digital repository maintained by the Library/Office of Research. Regular backups will be performed to ensure long-term preservation.
2. Metadata: Each thesis will be accompanied by key metadata such as the author’s name, title, abstract, keywords, and discipline to ensure efficient retrieval and searchability.
3. Format Standards: The standard submission format is PDF. If alternative formats are used, they must meet the technical requirements of the institution’s repository.

VII. Copyright and Intellectual Property

1. Ownership: The intellectual property rights of the thesis remain with the student, unless otherwise agreed upon with the college.
2. Copyright Compliance: Students must ensure all third-party content included in their thesis is properly credited and compliant with copyright laws.
3. Public Domain Access: If no restrictions are placed, the thesis will be available in the public domain, making it accessible to the wider academic community.

VIII. Access and Usage

1. Student and Faculty Access: The digital archive will be accessible to all registered students and faculty members for academic purposes.
2. External Access: External researchers, alumni, and other stakeholders will be granted access in accordance with the access policies, and will be able to request copies of theses as permitted by the institution.
3. Searchability: Theses will be indexed and made searchable by title, author, and abstract to promote academic engagement and research.

IX. Compliance with Institutional and Legal Standards

1. Academic Integrity: All theses must conform to HICINC’s standards of academic integrity, with zero tolerance for plagiarism or unethical conduct.
2. Legal Compliance: This policy ensures compliance with copyright laws, intellectual property rights, and other applicable regulations regarding data protection and licensing.

X. Updating and Maintenance

1. Review and Evaluation: The Office of Graduate Studies/Library/Research Department will periodically review and update the digital archiving system to meet evolving technological standards and best practices in digital preservation.
2. Policy Revisions: Any revisions to this policy will be communicated to all relevant parties, ensuring ongoing compliance with institutional guidelines.

XI. Enforcement and Violations

Failure to adhere to this policy may result in delays or rejection of thesis submission. Violations related to academic dishonesty or improper use of third-party materials may result in academic sanctions and further disciplinary action.

XII. Conclusion

This policy ensures that the theses submitted by students at Holy Infant College of Tacloban City, Inc. are properly archived and preserved in digital format. It aligns with the institution’s mission to uphold academic excellence, integrity, and the global sharing of knowledge while maintaining a commitment to academic professionalism and accessibility.