Frequently Asked Questions

About the UWE Research Repository

  • What is the UWE Research Repository?
  • What is open access?
  • What is EPrints?
  • How can the Repository be accessed?
  • What are the benefits of including my research in the Repository?
  • Isn't published research already available to everybody?

Adding items to the Repository

  • How do I submit items to the Repository?
  • Who is eligible to deposit?
  • What about co-authored papers?
  • If I have co-authored a paper with other UWE authors, do we all need to add this paper to the repository?
  • Can I deposit items from previous employment?
  • What types of research output can be deposited?
  • Can I add newer versions of a paper (e.g. a conference paper that is now being published as a journal article) to the repository?
  • What is a DOI?
  • Can I edit my entries in the Repository?

Copyright

  • What about copyright?
  • What if we're challenged?
  • When should I deposit?
  • Which version should I deposit?
  • Can access to certain items be restricted if required?
  • What happens if I leave UWE?
  • Can I delay adding my work to the Repository until publication?

Adding full text files to the Repository

  • What file formats are acceptable?
  • Does an item of research output have to deposited as a single file?
  • Can I deposit moving images?

Other Repository features

  • Is there a permanent way to cite work in the UWE Research Repository in my CV?
  • Can I save searches and receive alerts?
  • Does the UWE Research Repository provide usage statistics about my article?
  • Can I export my repository searches to RefWorks?

More about Institutional Repositories

  • Do other institutions have repositories?
  • How do research funders regard repositories?

Additional Help

How do I get further help?

About the UWE Research Repository

What is the UWE Research Repository?

The Research Repository is an open access online repository providing a central record of the University's research output as well as, whenever possible, immediate access to the full text. It covers the whole range of UWE's output including books, book chapters, conference papers, datasets, images and journal articles. The only exclusion is learning objects which are housed separately in Blackboard.

The Repository is accessible to anyone via the Internet and is highly visible to search engines. The intention is to bring UWE's research to as wide an audience as possible.

What is open access?

Open access is a means of making research results freely available online. It is not self-publishing or a way to bypass peer-review and publication, but a way of archiving and providing free, online copies of research output.

Open access gives researchers the ability to make their research results available to anyone via the Internet, regardless of whether or not their library has a subscription to the journal in which their research was published.

Wherever possible material placed in the UWE Research Repository is open access, maximizing the chances of other researchers locating and reading the research.

For basic information and a brief overview of open access journals and open access repositories see the JISC Briefing Paper 'Open Access':

What is EPrints?

EPrints is the repository software we are using. It is open source software developed by the University of Southampton.

How can the Repository be accessed?

The direct web address is http://eprints.uwe.ac.uk

UWE staff can link to the Repository from the RBI web pages or the Library web pages.

Externally, people will come across Repository content via search engines such as Google and OpenDOAR, a website which provides a directory of repositories worldwide.

What are the benefits of including my research in the Repository?

The Repository will be central to the University's preparations for future research assessment exercises such as the REF.

Depositing will increase the visibility of your research. This is particularly relevant if people looking at your research don't have a subscription to the journal you have published in.

The Repository is indexed by standard search engines such as Google Scholar and also by specialist repository services such as OAIster and Intute Repository Search. Material held in a repository generally appears higher in search engine rankings than it would if it was stored on University or personal webpages. This increases the likelihood of readership, citation and impact of your research, resulting in a raised research profile for UWE. As such, the Repository has the potential to act as a catalyst for research collaboration.

Creating a central record of research output facilitates the creation of CVs, personal profiles and funding bids. Records can be exported from the Repository in a variety of formats.

It will help you to comply with funding requirements. Many research funders, including all the UK Research Councils, now require that the output of funded research be made available on open access.

The Repository provides documents with a 'persistent identifier' (address). Changes to the University's intranet will not result in broken links to documents in the Repository.

Isn't published research already available to everybody?

Unfortunately not!

Because UWE Library Services has invested heavily in online journals it may sometimes appear as if everything is available, but in fact journal subscriptions continue to be a significant barrier to dissemination both within the educational community and beyond.  Open access to the Repository offers global access to UWE's research output.

Additionally, not all research gets published in journals, and the Repository can make other materials, such as theses, working papers, conference papers etc. available to all.

Adding items to the Repository

How do I submit items to the Repository?

Upload your papers, images, book chapters etc. at http://eprints.uwe.ac.uk. Login with your UWE user name and password and complete the submission process.

OR email them to the Repository Team at eprints@uwe.ac.uk and we will do the work for you! We will check the copyright on all deposits, and upload your work.

The How to deposit guide provides you with further details on submitting an item.

Who is eligible to deposit?

Current UWE employees, others by arrangement.

What about co-authored papers?

Co-authored papers can be deposited providing one of the authors is a UWE researcher. However, the depositing author must check with co-authors that they are happy for the item to be deposited. Co-authors at other universities are free to deposit in their own repository as well.

If I have co-authored a paper with other UWE authors, do we all need to add this paper to the repository?

No, only one author needs to add any given item to the Repository. Be sure to include the other author's names and email addresses in the appropriate field, in the order they appear on the publication. You may wish to decide between you who will be responsible for uploading the item.

Can I deposit items from previous employment?

Yes. You are welcome to add research output from previous employments to the UWE Research Repository.

What types of research output can be deposited?

All research output can be submitted. This includes, but is not limited to, journal articles, books, book sections, technical reports, project reports, working papers, discussion papers, conference and workshop items (including papers, posters, lectures, speeches and presentations), patents, artifacts, compositions, performances, images, videos, audio recordings, datasets and experimental data.

The only exclusion is learning objects which are housed separately in Blackboard.

Please contact us first if you would like to deposit a dataset.

Can I add newer versions of a paper (e.g. a conference paper that is now being published as a journal article) to the repository?

Yes, you can upload as many different versions as you like. If the new version directly supersedes an older version we can link the two together. If you wish to do this, please email the Repository team at eprints@uwe.ac.uk

What is a DOI?

DOI stands for Digital Object Identifier. Many journal articles, and almost all recent journal articles, are given a DOI number. DOIs can usually be found when looking at an abstract for a journal article. They will usually follow a similar format to: 10.1016/S0048-9697(02)00292-9, with a number, then a slash, then some letters and numbers.

DOIs can always be made into links by adding http://dx.doi.org/ before the DOI. This link will then take you to the abstract for that article, and, if the institution you are logged into (e.g. UWE) has paid for access, a link to the full text. DOIs are used as links because they provide persistent identifiers, meaning the links will not break when any changes are made to Internet pages.

Can I edit my entries in the Repository?

Not directly. If you want to make changes email the Repository team (eprints@uwe.ac.uk) and we will make the changes for you. If necessary, we can set up temporary admin rights to allow you to edit a large batch of items. Please email us if you wish to do this.

Copyright

What about copyright?

If you own the copyright, you will retain ownership of the material. By agreeing to the deposit agreement when depositing your research you are confirming that you are the owner of the work, and giving UWE rights to make this work available on the Institutional Repository. You retain control over your work and can publish it or use it in teaching. Library staff will check the copyright conditions on all items you deposit before they are made live, and contact you with any queries.

If you have assigned copyright to a publisher, most will allow you to deposit the 'author's final version' in a repository. This is the author-created version sent to the publisher post-refereeing. Repository staff will check journal publishers' policies using the SHERPA RoMEO service and will consult you if there are difficulties.

For other types of output, permission may need to be sought from the copyright holder. Use the Comments and Suggestions field (under Details) to give any necessary additional explanation when uploading your work to the repository. Repository staff will consult you if there are difficulties.

The notes on copyright provide further information.

What if we're challenged?

We maintain a take-down policy. If we are challenged at any point we will immediately remove the item in question from the repository. We will then investigate the query and act upon it accordingly. The deposit can be reinstated in the future if this is appropriate.

When should I deposit?

You should be wary of depositing items before they have been accepted for publication as publishers may regard this as pre-publication, and there are concerns that the anonymity of peer review could be compromised.

If the item is going to be published, you should deposit as soon as it has been accepted for publication. Provided the publisher allows deposit at this stage (more details in the notes on copyright) your output will become visible, and get cited, more quickly than it would if you await formal publication.

Sometimes the publisher sets an embargo period (often 12 months) before the item can be made publicly available. This does not prevent you from depositing the 'author's final' version immediately. The Repository has an embargo facility which will restrict access until the embargo period has passed.

Which version should I deposit?

In the case of book chapters and journal articles, the version most often stipulated by publishers for use in a repository is the "author's final" or "accepted" version (sometimes known as a "post-print") which is the author-created version sent to the publisher post-refereeing. Occasionally, the "submitted" version (sometimes known as a "pre-print") is required. In the case of journal articles, you can check the publisher's policy using the SHERPA RoMEO service.

Care is needed in depositing early versions (before submission or acceptance for publication) as publishers may regard this as pre-publication, and there are concerns that the anonymity of peer review could be compromised.

Proof copies are unlikely to be acceptable as the publisher's copy-editing, typesetting and logo are involved.

If you do not have the ideal version please provide whatever version you can (specifying which version it is). Repository staff will check the copyright position before moving the item to the live repository and will contact you if there are difficulties.

Can access to certain items be restricted if required?

Yes, access to an item can be restricted to members of the University, or to Repository staff if required. You may wish to restrict access if the item is commercially sensitive or covered by technology transfer regulations.

There is also an embargo facility. Some publishers set an embargo period (typically 12 months) before an item can be made publicly available.

What happens if I leave UWE?

The items you have provided will remain in the Repository indefinitely. If you move to another university, we can provide copies for their repository.

Can I delay adding my work to the Repository until publication?

You do not have to add the full text of sensitive research to the repository before it is published. It is possible to add only the bibliographic details of a piece of work which is about to be published. The Repository Team can then add the full text in at a later date, once your research has been published.

Adding full text files to the Repository

What file formats are acceptable?

A wide range of text, image, audio and video file formats are supported. The drop down menu by the Format field (under Upload) provides an indicative list.

If possible, please upload the item in its original format (e.g. Word) and also upload a PDF/A version. (PDF/A is a format suitable for long-term archiving; but it is prudent to retain the original format as well.)

You can convert to PDF/A using the 'Save As...' facility in Word 2007:

'Save As > PDF > Options > ISO 190005-1 compliant (PDF/A)'

If the native format is LaTeX, please be sure to provide the PDF/A version as conversion is best done on your own computer.

Does an item of research output have to be uploaded as a single file?

No, multiple files can be associated with a single research output.

Can I deposit moving images?

You can deposit a range of items, including digital videos, visual images and sound recordings. There is a maximum file size of 10MB.

Other Repository features

Is there a permanent way to cite work in the UWE Research Repository in my CV?

Yes. Once deposited, the URL is your permanent link to your item in UWE's Research Repository.

Can I save searches and receive alerts?

The UWE Research Repository allows you to run a search and then receive e-mail alerts in relation to this search. E-mail the Repository team at eprints@uwe.ac.uk for more information on how to set this up.

Does UWE Research Repository provide usage statistics about my article?

Yes, there is a "Download Statistics" option available from within the Repository, from where it is possible to get a general overview of the usage of the Repository as a whole, or to identify individual items and obtain statistics on these.

Can I export my repository searches to RefWorks?

Yes.

  1. Firstly, do a search on the repository for the material you're interested in.
  2. Where it says "export x records as" click on the drop down arrow and choose "RefWorks Upload".
  3. Wait for the export to run and you should see a different screen with the relevant items listed. Click the "Upload to RefWorks" button at the bottom of this screen.

A screen will now appear in RefWorks saying the items are being imported. When it has completed, the references will be added to your Last Imported Folder.

More about Institutional Repositories

Do other Universities have institutional repositories?

Yes, there is rapid growth in this area of research sharing and preservation.  There are 170 plus UK Higher Education Repositories with their own dedicated Research Repository, while many other smaller institutions have grouped together to share a Repository, or deposit their work in www.depot.edina.ac.uk

How do research funders regard repositories?

Many research funders, including all the UK Research Councils, now require that the output of funded research be made available on open access.

Sometimes deposit in an institutional repository will meet this requirement. Sometimes deposit in a subject repository such as UK PubMed Central is required. Sometimes the use of open access journals or a publisher's paid open access option is encouraged.

The SHERPA JULIET service summarises research funders' policies regarding open access to published output. It also summarises their policies regarding the archiving of datasets. You should check the funder's requirements before depositing.

Additional Help

How do I get further help?

You can talk to your Research Administrators, or your Faculty Librarian. Alternatively, you can e-mail eprints@uwe.ac.uk to contact a member of the Research Repository team.

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