Appendix P

Policy on inclusion of publications for Annual Report

Maintaining reference and archive collections of publications by SSRU staff

As part of the process of updating SSRU's publication list for the annual report, and to ensure that the Unit has appropriate records of publications based on, and informed by, the Unit's work, the following procedure was developed:

1. The Unit aims to obtain two hard copies (one for a reference collection [which all staff can access], one for an archive collection [which can only be accessed to replace missing copies in the reference collection]) of every publication published by anyone who was a member of SSRU's staff (i.e. including Visiting Fellows and part-time members of staff) for each of the calendar years in which they were a member of staff. Thus, someone who worked at SSRU from October 1999 to March 2000 should be asked for two copies of any publications they published in both these calendar years (i.e. 1999 & 2000) for possible inclusion (see 3 below) in SSRU's reference and archive collections.

2. The Unit also aims, on an annual basis, to contact and ask any former members of SSRU's staff who subsequently publish material that relates to their work at SSRU, to provide us with two hard copies (one for reference, one for archiving). This is particularly important for former members of staff who have recently left the Unit, since they are most likely to have material "in press" when they leave which relates to their work at SSRU. It is therefore not a prerequisite that all material included in SSRU's reference and archive collections has to bear SSRU's address. However, the inclusion of published material that does not bear SSRU's address (or does not explicitly refer to SSRU's involvement elsewhere) in SSRU's reference and archive collections will need to be justified by the Unit's Management Committee (UMC), as outlined under 3 below.

3. Since some colleagues (particularly Visiting Fellows, part-time members of staff and many former members of staff) publish material that is completely unrelated to/uninformed by their work at SSRU, all of the publications submitted for inclusion in SSRU's reference and archive collections will need to be approved by the Unit Management Committee (UMC) prior to inclusion in these collections. Just as the UMC will need to justify the inclusion of published material from current or former members of staff which does not bear SSRU's address (see 2 above), the UMC will also need to justify the exclusion of published material by current members of staff.