TABLE OF CONTENTS
- What kind of work can you deposit in the Repository?
- Works that need review before depositing
- Can I upload someone else's work on the Repository?
- Who can have their work deposited?
What kind of work can you deposit in the Repository?
UPOU staff, faculty, and graduate students can deposit scholarly output which you have the permission to share and which you produced while affiliated with UPOU, including:
- For the most part, journals allow preprints, postprints, or author's versions of journal articles. Check with your publisher what you are allowed to self-archive; when in doubt about whether you can archive a work that will be published in a journal, try checking out ⇗Sherpa Romeo,an online resource that aggregates and presents publisher and journal open access policies from around the world.
- Please note that many journals do not allow you to self-archive camera-ready versions or the publisher’s version (a.k.a version of record) of articles.
- Reports and working papers
- Presentations (e.g., slideshows, posters, videos)
- Graduate theses and dissertations
- Other unpublished scholarly work
Works that need detailed review before being accepted for deposit
- Undergraduate reports: Undergraduate students can deposit only their undergraduate capstone project reports (e.g., BAMS MMS 200 Final Reports), and only if:
- It has been recommended by their adviser and endorsed to the Program Chair. However, undergrads are welcome to share their work using other strategies, including posting them on their e-portfolios or using popular academic or professional networking sites.
- It is has passed--or it has been exempted from--institutional research ethics review.
- Works by alumni: Alumni are not eligible for an account with depositing rights to the Repository. However, scholarly work by alumni can be deposited by the UPOU on behalf of the alumni (especially if the work was done during the time that the alumnus was a student at UPOU). Please fill in this form to request that UPOU staff upload your work to the Repository.
- Datasets: Datasets might, in the future, be accepted for depositing in the Repository. However, UPOU currently does not yet have a data archiving protocol, so please do not upload any of your research datasets unless you have been given explicit permission to do so. (See what a data archiving protocol looks like in another institution, and why the sharing of datasets is important in maintaining research credibility.)
- Works that are coded as "I", "P", "C". There are situations in which your work may not be suitable for upload to the Repository (e.g., your work contains confidential information or proprietary patentable ideas). See the following for details:
For detailed discussions of what you can and cannot (or should not) deposit, please see the following sources:
- ⇗ Can a paper deposited in an institutional repository be submitted to a journal or another repository?
- ⇗ Document servers, online archives and other repositories: which is the most suitable repository for your publication?
- ⇗ What are the key issues to consider when self-archiving publications in open access repositories (including document servers and online archives) or on websites?
⇗ Faster dissemination of research findings – key facts about preprints
⇗ What are the differences between preprint and postprint versions?
⇗ Why the sharing of datasets is important in maintaining research credibility
Can I upload someone else's work on the Repository?
Please only deposit your own work in the Repository. Unless you are one of a very limited number of high-level users who are allowed to deposit work on behalf of others, do not deposit work which you did not contribute as an author.
Who can have their work deposited?
All members of the UPOU community can have their works deposited in the Repository, but certain restrictions apply depending on your role and the type of work you wish to deposit.
In the tables below, "Library" refers to Library staff, including the University Librarian or the Repository Manager.
The approval rules in the table may change over time; please contact the Library if you have questions about these rules and roles.
All UPOU staff
- All UPOU staff can directly deposit work.
- Who will review and approve their deposit depends on their role at the University.
| UPOU staff | What can be deposited? | Who should make the deposit | Who will review and approve |
|---|---|---|---|
| Regular Faculty, REPS, Professor Emeriti, Affiliate Faculty | All types of scholarly works listed above | Themselves | Library (for basic technical compliance) |
| Other UPOU employees (RAs, non-academic staff producing research outputs ) | Head of Unit (Directors, Deans, VCs, Chancellor) Library (for basic technical compliance) | ||
| Lecturers and Adjunct Faculty | Dean, Faculty Secretary, Program Chair, or other official of the Faculty of Study for initial review Library (for basic technical compliance) |
Current UPOU students
- Graduate students can deposit all scholarly work to the repository; their work will be reviewed and approved by the Library.
- Undergraduate students can deposit only their undergraduate capstone project reports (e.g., BAMS MMS 200 Final Reports), and only if recommended by their adviser and endorsed to the Program Chair.
- Once students have deposited their final theses, dissertations, or special project reports, they will be considered alumni and their submission rights to the Repository will be revoked.
| Type of UPOU student | Types of deposits allowed | Who will submit | What will they submit | Who will review and approve |
|---|---|---|---|---|
| Current graduate students | Theses and dissertations produced at UPOU | The student themself | Softcopy of thesis/dissertation | Faculty of Study (FoS to decide which email addresses to use; e.g., Dean, Dean's Support, Program Chair, PC Support, FacSec, FacSec Support) |
| Other scholarly generated while they were a student at UPOU (including reports of Special Projects and Special Problems) | Softcopy of the work | Adviser or Program Chair | ||
| Current undergraduate and other students | Undergraduate capstone project reports only | The student themself | Softcopy of report; proof of endorsement by adviser or program chair | Adviser or Program Chair must review and approve. |
| Other outputs by undergraduate and other students are ineligible for inclusion. | ||||
UPOU alumni
| Type of UPOU alumni | Type of deposits allowed | Who will submit | What will they submit | Who will review and approve |
|---|---|---|---|---|
| Alumni graduate students | Theses and dissertations produced at UPOU | Library | Softcopy of thesis/dissertation with the signatures of their panel and written confirmation that the student has allowed the work | Library for final checks |
| Other scholarly generated while they were a student at UPOU | Program Chair, but only upon request of student; approval is based on the date the work was created and when the alumnus was a student | Softcopy of the work and a clear indication that the work was produced while they were a student at UPOU. (for discussion) | Library for final checks | |
Research outputs produced outside the time they were at UPOU are ineligible for inclusion. | ||||
| Alumni undergraduate and other students | Undergraduate capstone project reports only | Adviser or Program Chair must deposit on behalf of undergraduate alumni | Softcopy of report with confirmation that the student has allowed the work to be shared publicly | Adviser or Program Chair must review and approve. Library can assign the review to the Adviser or Program Chair, and then do Final Checks. |
Other kinds of outputs are ineligible for deposit. | ||||
If you encounter any problems with the Repository or would like to request a feature, please file a ticket or email [email protected]
Endorsement from FEd, FICS, and FMDS given on 1 Dec 2021 meeting.