KORA Guidelines

Table of Contents

About KORA

  1. Eligible Contributors
  2. Eligible Content
  3. Submission Requirements
  4. Submission Process
  5. Moderation and Quality Control
  6. Copyright
  7. Non-exclusive Licence with KORA
  8. Access and Re-Use
  9. Retention and Withdrawal
  10. Preservation
  11. Questions?


About KORA

Kwantlen Open Resource Access (KORA) is a freely-available digital collection of scholarly and creative works produced by members of the Kwantlen Polytechnic University (KPU) community.

{ top }


KORA is managed by the KPU Library in accordance with the following guidelines, and with advice from the KPU Senate Standing Committee on the Library (SSCL) and assistance from the Office of Research and Scholarship. These guidelines and procedures are subject to internal review and modification, and are available on the KORA site.

{ top }

Eligible Contributors

  1. Items may only be deposited by members of the Kwantlen Polytechnic community.
  2. KPU community members include individuals or groups affiliated with a KPU department, program, research team, working group, collaborative project, or conference, such as:
    1. Current and former* KPU faculty, researchers, and employees (*see 2.9)
    2. KPU faculties, departments, and schools
    3. KPU research institutes
    4. Undergraduate students with faculty sponsorship
  3. Other University-affiliated individuals or entities will be considered on a case-by-case basis.

{ top }

Eligible Content

  1. KORA collects scholarly and creative materials, as well as important documents related to the university's history, in digital format.
  2. Full-text items are only added to KORA with the permission of the author/creator, and where permitted under Canadian copyright law.
  3. KORA is an open-access repository primarily providing access to complete (i.e. "full-text") digital works but also includes abstracts and citations.
  4. The repository includes all types of digital formats, except for datasets and software.
  5. Eligible types of work include:
    1. Journal articles
    2. Books or chapters
    3. Popular media articles
    4. Conference and workshop papers and presentations
    5. Lectures and speeches
    6. Research reports, technical reports, and working papers
    7. Multimedia and audio-visual materials
    8. Honours theses
    9. Outstanding student projects as selected by faculty members or academic units, and/or officers of a duly-formed student research group
    10. Selected course-related materials and learning objects produced by instructors
    11. Selected digitized University records and other materials which document the history of the institution, as recommended by the University Archives.
    12. Other types of materials will be considered on a case-by-case basis.
  6. Previously-published journal articles may include different versions, including:
    1. working draft
    2. pre-print: the author's manuscript as submitted to publisher for peer-review
    3. post-print: the final peer-reviewed draft, also called the accepted version
    4. published version: also called the final or official version which has been copy-edited, typeset, and/or enhanced by the publisher in other ways
  7. Works that are subject to a publisher's embargo period may be added to KORA at any time, but they will not be made publicly visible until the embargo period has ended.
  8. Works published or created prior to an author's affiliation with KPU may be retroactively deposited as long as the authors are currently affiliated with KPU and meet all submission requirements.
  9. Works published or created by authors who are no longer affiliated with KPU may be retroactively deposited as long as the work was published or created by authors while affiliated with KPU and meets all other submission requirements.
  10. The repository will also accept materials produced by non-university researchers that are produced in conjunction with a KPU-sponsored event, such as a conference or lecture series.
  11. The KPU Library reserves the right to deny materials not within the scope of the KORA guidelines.
  12. The KPU Library reserves the right to remove a work from KORA without prior notice for administrative or legal reasons. Upon such an occurrence, the metadata record indicating prior storage of the Work in the Repository may remain visible in perpetuity.

{ top }

Submission Requirements

  1. Full-text items will only be added to KORA with the permission of the author/creator.
  2. Authors/Creators may only submit their own work for archiving.
  3. Depositors must accept the terms of the KORA Submission Agreement by which they:
    1. warrant that they own the copyright, or have permission from the copyright holder to include their work in KORA. Any restrictions on this copyright must be specified when the work is submitted.
    2. attest that the work does not contain any libelous or unlawful matter or violate anyone's right to privacy
    3. grant the KPU Library a licence to make the work publicly and freely available on the internet in perpetuity for anyone to view and copy for non-commercial use, as long as the work is not altered and appropriate acknowledgement is given. This is the equivalent of a Creative Commons CC-BY-NC-ND licence.
    4. allow the Library to migrate the work to different formats, as needed, in order to ensure that it remains publicly-accessible
  4. Depositors who hold the copyright in their own work may choose to assign a broader Creative Commons licence which permits additional types of re-use.
  5. Depositors will provide bibliographic metadata for their works (i.e. title, description, keywords, abstract, etc.).
  6. Depositors will provide a digital copy of the version of the work that may be legally included in KORA.
  7. Student works must be approved by a sponsoring faculty member, department, or officer of a duly-formed student research group, prior to submission.

{ top }

Submission Process

  1. At the moment, there is one way to submit material to KORA: Mediated Submission.
  2. Mediated Submission:
    1. Authors/creators upload works to the KPU Library through an online KPU Mediated Submission web form.
    2. The KPU Library then uploads the work to KORA on the author/creator’s behalf.

{ top }

Moderation and Quality Control

  1. Content must be scholarly, educational, or research-oriented, or of cultural or historical value to the Kwantlen community. Works must be written in accordance with the tradition appropriate to the discipline, including review and editorial intervention.
  2. Works must not contain libelous or other unlawful matter, or violate anyone's right to privacy.
  3. The validity and authenticity of the content of submissions is the sole responsibility of the depositor.
  4. In the case of student works, the sponsoring faculty member or department or officer of a duly-formed student research group is responsible for verifying the quality of submissions.
  5. The KORA administrator and staff do not evaluate the content of submissions. Items are reviewed only for:
    1. the eligibility of authors/depositors,
    2. relevance to the scope of the repository,
    3. valid layout and format, and
    4. the exclusion of spam

{ top }


  1. Canadian Copyright law applies to all submissions.
  2. Contributors must accept the terms of the KORA Submission Agreement which requires that:
    1. the work is the original creation of the contributor
    2. the contributor owns the copyright in the work, or has the explicit, written permission of the copyright holder to post the work in KORA
    3. if a work that has been sponsored or supported by an agency or organization, the contributor attests that he/she has the right to grant the rights contained in this licence and that he/she has fulfilled any right of review or other obligations required by the agreement with such sponsor.
    4. work that contains copyright-protected material created by someone else must have explicit, written permission from that third-party to include the work in KORA.
  3. Deposit of previously-published work is only allowed in accordance with publisher policy.
  4. Items can be deposited at any time, but they will not be made publicly visible until any publisher's or funder's embargo period has expired.
  5. Depositing in KORA does not affect the copyright of the work, whether it is held by the author(s) or publisher.
  6. Any copyright violations are entirely the responsibility of the authors/depositors.
  7. If the repository receives proof of copyright violation, the relevant item will be removed immediately.

Answers to frequently-asked questions are available on KORA's Copyright page.

{ top }

Non-exclusive Licence with KORA

  1. As part of the KORA Submission Agreement, depositors must agree to give the KPU Library a non-exclusive, worldwide, perpetual and royalty-free licence to copy, store, distribute, and transmit the Submission over the Internet through KORA on the terms set out below.
  2. The rights granted to KPU under this Licence will last in perpetuity. References to KORA include any successor repository designated by KPU.
  3. The licence gives the KPU Library permission to migrate the work to newer formats for the purpose of preserving the work and maintaining its accessibility.
  4. By signing this non-exclusive licence, contributors are not transferring copyright to KPU; they are simply giving KPU permission to make the work publicly-available on the Internet, and allowing KPU to archive this work in KORA.

{ top }

Access and Re-Use

  1. Anyone may access the items held in KORA free of charge.
  2. Users may view, download and copy any work for non-commercial use, as long as the work is not altered and appropriate acknowledgement is given. (This is the equivalent of a Creative Commons CC-BY-NC-ND licence.)
  3. Some items may have differing conditions of use:
    1. If the contributor owns the copyright in the work being deposited, s/he will be given the option to assign a Creative Commons licence permitting additional uses of the work.
    2. If the copyright is held by a third-party (e.g. a journal publisher), the permitted re-use terms will be specified in the item description in KORA.
  4. Items must not be harvested by robots except transiently for full-text indexing or citation analysis.
  5. Re-use of KORA metadata:
    1. The metadata may be re-used in any medium without prior permission for non-for-profit purposes, provided the OAI identifier or a link to the original metadata is given.
    2. The metadata must not be re-used in any medium for commercial purposes without formal permission.
  6. Mention of the KORA repository is appreciated but not mandatory.
  7. The University is not responsible for any use or misuse by third parties who access works through KORA.

{ top }


  1. KORA Accounts
    1. Contributors who wish to upload works online directly to KORA ("self-submission") and/or receive regular, private statistical reports on the use of their work(s), will need to create a personal account in KORA.
    2. When creating their account, users must provide some personal information: their name, email address and account password.
    3. Users will have the option to provide additional personal information in their account profile, but it is not required in order to create an account.
    4. People do not have to create a personal account to access or contribute to KORA. Contributors may instead submit their work to the KPU Library and library staff will upload the work to KORA on their behalf. This is called "mediated submission." (See section 4.3: Mediated Submission, and Appendix B for instructions on mediated submission.)
  2. Assessments
    1. Information and data obtained by KORA in support of assessment of services, collections, resources, etc., or in support of research related to repository services, are considered confidential and will not be shared except in aggregates or with the express permission of participants, to protect privacy.
  3. Google Analytics1
    1. KORA uses Google Analytics, a Web analytics service provided by Google, to help understand how the site is being used and to improve the interface and services. Google Analytics operates through the use of a "cookie," which is a text file placed on a user's computer that contains information about his/her use of KORA. The information stored in the cookie (including user's IP address) will be transmitted to and stored by Google. KORA uses this information for analytical and feature-improvement related purposes only. It is not shared with any third parties. For more information on Google Analytics and Google's privacy policy, please visit
    2. KORA users can opt out of this tracking by using one of the following methods:
      1. Turn off cookies in the preferences setting in browser
      2. Use the Google Analytics opt-out browser add-on

1 With thanks to the University of Rhode Island Libraries for this borrowed text.

{ top }

Retention and Withdrawal

  1. Retention Period
    1. KORA is meant to be a permanent scholarly record. Items will be stored indefinitely.
    2. Once an item is deposited in the repository a persistent URL will be generated.
  2. Withdrawal Policy
    1. Items may not normally be withdrawn from the repository.
    2. Acceptable reasons for withdrawal include, but are not limited to:
      1. proven copyright violation or plagiarism
      2. legal requirements and proven violations
      3. falsified research
  3. Withdrawn Items
    1. Withdrawn items are not deleted, per se, but are removed from public view.
    2. Withdrawn items' identifiers/URLs are retained indefinitely.
    3. Original URL's will continue to point to ‘tombstone' citations, to avoid broken links and retain item histories
    4. The metadata of withdrawn items will not be searchable.
  4. Version Control
    1. changes to deposited items are not permitted.
    2. errata and corrigenda may be included with the original record, if required.
    3. if necessary, an updated version may be deposited. There will be links between the earlier and later versions, with the most recent version clearly identified.
    4. items are allocated a checksum to facilitate the detection of alterations

{ top }


  1. The KPU Library is committed to preserving and providing access to the works in KORA. The repository will work with Arca to ensure continued readability and accessibility by:
    1. regularly backing up its files according to current best practice.
    2. encouraging the use of standard and open content formats that meet community-accepted digital preservation standards, are widely supported on a number of platforms, and that can be preserved and migrated forward to new preservation formats over time.
    3. migrating items to new file formats where necessary.
    4. retaining the original bitstream for all items, in addition to any upgraded formats
    5. providing software emulation to access un-migrated formats, where possible
  2. Some file formats may cease to be supported as a result of changes in technology and the private sector which are beyond the control of the Library. Files in these formats may no longer function on current computer equipment and hence, become unusable.

↠ See Appendix e for current list of File Formats.

The KPU Library may determine that our current Institutional Repository platform no longer best meets the needs of the university community. Should this be the case, and where possible, all content will be migrated to whatever new platform is chosen, and the library will make every effort to ensure that all content will continue to be accessible.

2 With thanks to the University of Rhode Island Libraries and the University of Connecticut Libraries for borrowed text.

{ top }


Please see the FAQs section on the KORA website for answers to some commonly-asked questions.

You may also email questions to KORA, or contact the KORA Administrator, Karen Meijer-Kline, by email or by phone at 604-599-2978.

{ top }

APPENDIX A: KORA Online Submission Instructions (rev. May 19, 2015)

The online submission instructions are currently being revised.

In the meantime, please contact if you would like to deposit your work.

{ top }

APPENDIX B: KORA Submission Agreement (rev. May 19, 2015)

This document constitutes permission to deposit, archive and preserve, and make my submission (the "Work") available in the Kwantlen Polytechnic University ("the University") institutional repository, currently Kwantlen Open Resource Access ("KORA") of the Kwantlen Polytechnic University Library.

  1. Licence Grant

By agreeing to the following Licence terms:

  1. I (the author/s or creator/s) confirm the deposit of the Work in the Kwantlen Polytechnic University ("the University") institutional repository, Kwantlen Open Resource Access ("KORA"), or any successor repository based at the University, or hereby grant to the University the right to deposit the Work in KORA on my behalf; and
  2. I grant to the University a non-exclusive, worldwide, perpetual and royalty-free licence to reproduce and make the Work available for permanent archiving and for public access in KORA under the terms of this Licence and any re-use licence or other terms that I may specify in the submission process.
  1. Depositor Warranties

I represent and warrant that:

  1. I have the full power and authority to enter into this Agreement and am duly authorized by all rights holders in the Work to deposit or authorize the deposit of the Work and grant the Licence in this Agreement; and
  2. the Work is original work and does not, to the best of my knowledge, infringe the intellectual property rights, including copyright, of any third party; and
  3. if the Work is based upon or contains material for which I do not hold the intellectual property rights, and which is not in the public domain,
    1. I am validly exercising an exception to copyright infringement in accordance with the Copyright Act, RSC, 1985, c. C-42) or I have obtained sufficient and appropriate permissions for the third party material to be reproduced and made available under the terms this Licence; and
    2. I have clearly identified and acknowledged such material within the text or content of the Work; and
  4. if the submission is based upon work that has been sponsored or supported by an organization other than KPU, I have fulfilled any right of review or any other obligation required by the agreement with such sponsor or supporter; and
  5. the Work does not, to the best of my knowledge and belief, contain any libelous or other unlawful matter and does not violate anyone's right to privacy

If, at any time hereafter, you learn that any of the foregoing statements are inaccurate, you must contact KORA immediately.

  1. University Rights

I agree that the University:

  1. may translate the Work into any medium or format for the purposes of archiving, preservation and migration of the Work to any successor University repository; and
  2. may apply metadata elements or documentation to the Work, and any such additional material will be the intellectual property of the University; and
  3. will exercise reasonable endeavours to preserve the physical integrity of the Work, but shall incur no liability for loss or damage to the Work; and
  4. retains the right to remove the Work from KORA without prior notice for administrative, legal, or other reasons outlined in the KORA Guidelines. Upon such an occurrence the metadata record indicating storage of the Work in the Repository may remain visible in perpetuity.
  1. Terms of Access and Use by the Public

I agree that:

  1. the University will make a digital copy of the Work available in KORA for the public to view and copy for non-commercial purposes only, without prior permission or charge, provided that the Work is not altered in any way and is properly acknowledge; and
  2. if I wish to permit broader rights of re-use of my Work, I will choose one of the Creative Commons licence options presented in the next step of the KORA submission process.
  1. Release and Indemnification I acknowledge that:
    1. I have read and understood the KORA submission guidelines and that my Work complies with those guidelines.
    2. I understand that the KORA submission guidelines may be amended from time to time and that the then-current guidelines will apply to my Work.
    3. The University will rely upon the representations and warrants that I have made in this Licence and is not responsible for independently verifying their veracity.
    4. I will not hold the University responsible for any use or misuse of my Work by third parties who access the Work through KORA. I agree to indemnify and hold the University harmless against any loss, damage, claim, liability, settlement cost or expense (including legal fees) incurred by the University arising out of, or in connection with, the University's use of your Work pursuant to this Licence.
  2. Governing Law and Jurisdiction
    1. This Agreement and all questions of construction, validity and performance under this Agreement shall be governed by Canadian law and subject to the exclusive jurisdiction of the Canadian courts.


If you have any questions about this Submission Agreement, please see the KORA Guidelines, or FAQ's, or contact the KORA Administrator.

{ top }

APPENDIX C: Student Works Sponsorship Form

The Kwantlen Open Resource Access (KORA) collection welcomes outstanding works by current KPU students and/or work prepared while they were students at KPU. These works will be made publicly and permanently available online through KORA. Each work will have a stable URL which can be included in resumes, portfolios or CV’s, and students have access to download and use statistics for their work.

Moderation and Quality Control

As outlined in the KORA Guidelines (Section 5: “Moderation and Quality Control”), KORA administrators and staff do not evaluate the content of submissions. They review submissions only for:

  • eligibility of authors/depositors
  • relevance to the scope of the repository
  • valid layout and format
  • exclusion of spam

In order to maintain a high standard of quality, students must obtain the sponsorship of a faculty member, academic unit, or officer of a duly-formed student research group prior to submitting their work(s) to KORA. Although students are responsible for the validity and authenticity of their work, the sponsor is responsible for verifying the quality of the submission(s). The individual or unit that supervised the work is in the best position to evaluate its quality.

Sponsorship Form

Students must obtain this written endorsement prior to submitting their work to KORA. The best way to do this is to have their supervisor complete the “Student Works Sponsorship Form”. Using this form, sponsors will attest that the student work being submitted is worthy of long-term preservation in KORA, and that:

  • The content is scholarly, educational, or research-oriented, or of cultural or historical value to the Kwantlen community.
  • The work is written or created in accordance with the tradition appropriate to the discipline, including review and editorial intervention.

Students will attach the completed form to their KORA submission as a supplemental file. The completed form will be kept on file, but will not be publicly displayed.

{ top }

APPENDIX D: KORA File Formats and File Sizes

Arca allows the upload of any discrete file formats including audio, video and image files. Additionally, you can stream media from third-party services like YouTube or Vimeo, or use Kaltura.

PDF format is preferred for text documents. Other text formats will be converted to PDF prior to uploading to the public site.

There is no file size limit, except for Word files which cannot exceed 800 MB3. However, authors attempting to upload most files over 2GB (typically videos) will see a suggestion to use a high-bandwidth connection for best results.

Preservation of File Formats4

As per Section 11 of the KORA Guidelines (Preservation): The KPU Library will use standard data management practices to protect the items stored in KORA. The database will be backed up regularly and will be kept secure against unauthorized deletion or modification.

The KPU Library will take all possible steps to assure continuing access to items deposited in KORA. Every item deposited will remain retrievable from the repository. However, computer files depend on the availability of the appropriate software to render the functions and appearance intended by the file's creator; over time older software applications may no longer function on new computer platforms, leaving the files created with those applications inoperable. The level of access that the Libraries can assure to items stored in KORA may therefore range from preservation of the full functionality and appearance of the original file to preservation of the mere bit stream with no assurance that the file's original functionality or appearance can be recreated.

In general, files created with open or non-proprietary software offer the greatest likelihood that their functionality and appearance can continued to be rendered as computer environments change. Faculty and other creators of digital content are urged to carefully consider the implications of choosing one or another file format or software application, and to balance the importance of the functions provided by a software application against the importance of being able to preserve those functions over a period of years or decades.

The Libraries identify three levels of assurance for the continuing operability of digital files in KORA:

  • Supported: we support this format. There is a high likelihood that its content, appearance, and functions will be preserved over time.
  • Known: we recognize this format but cannot guarantee its support over time.
  • Not Supported: we do not recognize this format. At best, the bit stream will be preserved but not appearance or functionality.

Format Support Levels





Support Level





Adobe PDF









txt, asc




htm, html



Microsoft Word




Microsoft Powerpoint




Microsoft Excel









jpeg, jpg












tiff, tif




aiff, aif, aifc, iff




au, snd








mpeg, mpg, mpe




rtf, rtx



Microsoft Visio













psd, pdd




ps, eps



Video Quicktime

mov, qt



MPEG Audio

mpa, abs, mpega



Microsoft Project

mpp, mpx, mpd















TeX dvi





sgm, sgml








ra, ram



Photo CD








AutoCAD Exchange Format




AutoCAD Internet Files









ra, ram








If your format isn't listed, please contact KORA.

{ top }

APPENDIX E: KORA File Naming Conventions


This document provides guidelines on the naming of files in KORA. Please contact KORA staff if you have any questions.

Quick examples:

The principles illustrated in these quick examples are explained in the remainder of the document.

Type of work

Example of file name

Single author:


Multiple authors:


Agency/Organization as author:


(unique title; use title only)


Agency/Organization as author:


(title not unique, and/or more than one edition; include author and date:


Previously-published item:


General Principles

File names in KORA should:

  • be unique
  • have less than 50 characters
  • omit "stop words": a, an, the, if, but, so, for, etc.
  • have no spaces
  • use letters, numbers, and the underscore (_) only
  • use the underscore to separate words

The following pages provide more detail on each element of the file name, with examples.

  • single author
  • multiple authors
  • agency/organization as author
  • title
  • previously-published work
  • date


Single Author

  • The file name starts with the author's surname, followed by an underscore, and his/her given name
  • Use capital letters for first and last name
    • e.g. Woodcock_Linda ...

Multiple Authors

  • Use the name of the first author only
  • Put the first author's surname first, followed by an underscore and his/her first initial, followed by another underscore and the phrase "et al"
    • e.g. Woodcock_L_et_al ...

Agency/Organization as Author

  • Use the item's title for the file name, provided the title is unique. Perform a KORA title search to confirm that it is a unique title.
  • Separate words using underscore
    • Example:

Author: Kwantlen Polytechnic University

Title: Aboriginal Student Transitions from Kwantlen Region Public High Schools to BC Postsecondary Education

KORA file name format: Aboriginal_Student_Transitions_Kwantlen.pdf

  • If the title is not unique, you may use the name of the (main) project signatory plus the first three or four significant words of the title in the file name
    • Example:

Authors: Kwantlen Polytechnic University

Title: Library Survey of Students 2013

KORA file name format: KPU_Library_Survey_Students_2013.pdf


  • If the title is brief, the full title can be listed (omit stop words such as ‘a', ‘an', ‘the', etc.)
  • If the title is longer, use the first three or four significant words only
  • Capitalize first letter of each word in title
  • Separate each word in the title with an underscore
  • Omit stop words


Authors: Linda Woodcock and Chris Burns

Title: Implementing an IR, whose idea was this anyway?

KORA file name format: Woodcock_L_et_al_Implementing_IR.pdf

Previously Published work

  • For previously published works add the version you are submitting to the file name (e.g. preprint; postprint; publisher_PDF)
    • Example



  • Dates are generally not used in file names. This information is usually recorded in the metadata of an item record in KORA, instead.
  • However, there are some instances where a date is included to differentiate between files with the same title. This may happen with publications that repeat regularly (such as a course workbook or newsletter), or when a file has been revised.
    • Date format for annual titles: yyyy
    • Date format for titles requiring a full date: yyyymmdd
    • Example

Author:Woodcock, Linda

Title:RDA and you [course offered occasionally over several years]

Year: 2012

KORA file format: Woodcock_Linda_RDA_2012.pdf

{ top }