For Program Chairs of graduate programs: Encouraging your students to deposit their high-quality research outputs

Here's an email template you can use when contacting graduate students:

Dear _____ students, 

I am happy to announce that UPOU's now has an Institutional Repository where you can deposit research outputs you have produced during your studies, including:


Reports and working papers; 

Presentations (e.g., slideshows, posters, videos); 

Preprints, postprints, author's versions, and/or camera-ready versions of journal articles


Uploading your work to the Repository is good for both you and the University. Your research can get more attention and have more impact, even as it helps establish UPOU as a digital-first research institution that co-creates knowledge for the public good. In fact, we're thrilled to say that we've already measured significant interest in the deposits that have already been uploaded! See https://upou-repository.freshdesk.com/support/solutions/articles/101000268914 to learn more about how your work can have greater impact when deposited in an institutional repository.

To get started, please see https://upou-repository.freshdesk.com/support/solutions/articles/101000251791


Best wishes,




For Program Chairs of undergraduate programs (AA, BAMS, BES) and advisers of undergraduate capstone projects


If one of your students conducted an excellent capstone project and wrote an outstanding report that is worth sharing, fantastic! Their work can be included in the Repository. Please note that for undergraduates, only capstone projects are accepted as deposits.


(These instructions are only for your current students only. If you have a final report of an alumnus in mind, you have to upload their work on their behalf.)


  1. Identify the most outstanding capstone projects and project reports produced by your advisees.
  2. Grade and approve your star students' reports. Feel free to lavish them with praise.
  3. Sign their cover and permissions pages and ask your Dean to do the same.
    Here's an email template you can use when contact your Dean:

    "Dear Dean___________, may I request that you sign the attached student's _________ final report for __________ ? I have evaluated the report and because of its quality, I will be recommending that the student submit it for inclusion in the UPOU Institutional Repository. I have already signed the report. Many thanks."

  4. Email your student and tell them that you are permitting them to upload their work to the Repository. You can refer them to https://upou-repository.freshdesk.com/support/solutions/articles/101000282069 for directions on how to do this. Here's an email template you can use to make your life easier:

    "Dear _________, congratulations on passing in a strong final report! Because of the quality of your output, I would like to invite you to upload you final report to UPOU Institutional Repository, which is normally reserved for the works of graduate students, faculty, and other UPOU staff. Your work will become visible to the general public and is more likely to receive attention from the research community; you can also cite your deposited work as a publication in your CV. Please see attached your final report, signed by myself and the Dean; use this version when depositing your work. See  https://upou-repository.freshdesk.com/en/support/solutions/articles/101000283725 to get started. Congratulations!"