Scholarly Commons and SelectedWorks Permissions

This is a guide highlighting the features of Embry-Riddle's institutional repository.

Access Points

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Form Letters

Please use these letters as a starting point. Please be sure to edit the highlighted portions of each letter.

If you'd like to see other sample letters added, please contact with your request.

Should you receive permission from a publisher, please forward that permission to The library tracks all Scholarly Commons permissions.


Checking Copyright Permissions

SHERPA/RoMEO is a publically-accessible database of publisher permission information that has been gathered and contributed by many sources. It is a good starting point when checking copyright policy, but it is also a good idea to search the publisher’s web site for an open access policy. Sherpa/Romeo does not override the publisher’s own policy. Please contact or your Faculty Support Team Research Libarian, if you have been assigned one, for assistance in interpreting the archiving policies if necessary.

Appropriate Copy

Publishers generally will state which version they will allow to be published open access. The SHERPA/RoMEO website defines these copies as:

  • Pre-print -- version produced pre-refereeing or publisher input.
  • Post-print -- final draft produced post-refeering
  • Publisher's version -- published online or in print and includes the publisher's fomatting

However, publisher definitions of "pre-print," "post-print," and "publisher's version" may vary. For more information consult SHERPA/RoMEO Definitions and Terms. Iowa State University has also produced Pre-Print, Post-Print or Offprint? A guide to publication versions, permissions and the digital repository, a document that clearly explains the publication versions. 

Obtaining Permission

If the publisher of the material that you wish to contribute to Scholarly Commons does not automatically grant permission to post any version to an open-access repository or if you cannot find the appropriate version, you can contact the publisher directly or ask a Faculty Support Team Research Librarian to contact the publisher on your behalf.

Author Copyright Compliance

ERAU complies with the laws and regulations set forth in the Copyright Law of the United States (Title 17, U.S. Code). All students, staff and faculty, associated with ERAU, are responsible for and encouraged to understand copyright law and how it applies to their endeavors at ERAU both academically and professionally.

Materials posted in ERAU Scholarly Commons and the companion Selected Works sites have the same copyright protections as those printed on paper – open access only changes the method of distribution, not the author’s rights.  Contributors to ERAU Scholarly Commons must either hold copyright to the work or have the permission of the copyright holder to publish it in the repository.  If you have any questions regarding Scholarly Commons and copyright please contact us at