MTSA Scholarly Project Repository Policy

1. Purpose

The MTSA Scholarly Project Repository exists to preserve, manage, and disseminate scholarly work completed by students as part of their enrollment at Middle Tennessee School of Anesthesia (MTSA). This policy establishes how completed student projects are reviewed, classified, stored, and, when appropriate, shared.

2. Scope

This policy applies to all students and faculty completing scholarly work as part of their enrollment or employment at MTSA. It governs completed projects submitted for institutional review, archival retention, internal access, or public dissemination.

3. Policy Statement

Completed student projects may be submitted to MTSA for review and classification within the MTSA Scholarly Project Repository. Each project will be evaluated for compliance, quality, and appropriate access level.

Projects may be assigned one of the following statuses:

• Public Facing

• Internal Access Only (e.g. students, staff, and faculty)

• Storage Only

• Metadata Only

An embargo may be applied when needed, but embargo is a temporary timing condition, not a separate status category.

4. Submission and Review

A completed project may be submitted for repository inclusion only after:

1. The project has been completed in accordance with the requirements of the applicable academic course series.

2. The final version has been approved by the appropriate faculty chair.

3. The Ethical Conduct Review Committee (ECRC), and any required external review body when applicable, has confirmed completion of required ethical review processes.

4. The version submitted for repository deposit is the final approved version of the scholarly project.

5. All required repository submission forms and supporting documentation have been completed and submitted.

5. ECRC Review and Access Determination

ECRC shall determine whether a completed project qualifies for Public Facing, Internal Only, Storage Only, or Metadata Only status.

6. Quality and Access Level Matrix

ECRC assigns the access level based on scholarly quality, dissemination value, and risk.

7. Embargoes

An embargo is a temporary delay in release, not a separate category.

If a project is intended for journal publication, patent review, or requires delayed dissemination for another approved reason, ECRC may assign the project a status with an embargo period. During the embargo, the project may remain in Storage Only, Internal Only, or Metadata Only status until the embargo expires.

8. Privacy, FERPA, and Confidentiality

Projects submitted under this policy must comply with FERPA, privacy standards, and applicable confidentiality obligations. No project may be shared at any level if it contains prohibited protected information or unauthorized confidential content.

MTSA may require de-identification or compliance attestation before final classification.

9. Accessibility and File Standards

Projects accepted for inclusion must meet MTSA’s submission and accessibility requirements, including searchable file format and appropriate readability/accessibility standards, before they are made available at any access level beyond Storage Only.

10. Metadata

MTSA may maintain metadata for approved projects, including as applicable:

• student name;

• title;

• abstract;

• program;

• faculty chair;

• keywords;

• completion year;

• project type; and

• clinical focus area.

11. Restriction or Removal from Access