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ScholarsArchive@OSU User Guide

This guide helps ScholarsArchive users deposit and manage their content.

OSU Open Access Policy

The Oregon State University Open Access policy was unanimously approved by the Faculty Senate in June 2013. The policy applies to scholarly articles published by OSU faculty after it was adopted on June 13, 2013.

In recognition of Oregon State University’s land-grant mission, the Faculty is committed to disseminating its research and scholarship as widely as possible. In addition to the public benefit of such dissemination, this policy is intended to serve faculty interests by promoting greater reach and impact for articles. The policy directs faculty to submit an electronic copy of the author's accepted (post-peer review, pre-typeset) manuscript of their articles to OSU Libraries for dissemination via the ScholarsArchive@OSU institutional repository.

The OSU OA Policy is intended to preempt or augment publisher default copyright terms. This is true whether the publisher requires a copyright transfer or not. If your publisher isn’t requiring you to opt out of the policy by getting a waiver, you are fully within your rights to take advantage of OSU’s policy. As OSU faculty, you retain copyright to the accepted manuscript (post-peer review, pre-typeset) version of your articles and can deposit them to the ScholarsArchive@OSU open access repository and other disciplinary open access repositories such as PubMed Central, use them for your classes, develop derivative works, and the like.

Details about the University’s Open Access Policy and how it benefits users are listed on the OAP main page and FAQ. The in-depth Open Access at OSU LibGuide may also be helpful.

Depositing Your Research Articles

► Faculty articles are self-deposited and do not undergo any review.

► Since June, 2013, OSU faculty retain copyright to the accepted manuscript (post-peer review, pre-typeset, pre-publication) version of their articles and can deposit them into ScholarsArchive@OSU. Some publishers do allow the final typeset version to be deposited.

► ScholarsArchive is the ideal home for your data. If you would like to deposit a dataset related to your paper, see the Research Datasets page.

Depositing Your Work

To make a graduate student deposit, an undergraduate student deposit, or submit research datasets, please follow instructions on the corresponding tab to the left.

PREPARE YOUR FILES

► FORMAT: PDF is best for most submissions. Otherwise, choose a format that is open and available across platforms. See Data Types & File Formats for more information about preferred formats.

► FILE NAME: Give your file a name that makes sense for users. For example, your last name and the year or part of the title and the year.

► ACCESSIBILITY: Is your document accessible? Take a look at our Accessibility Submission Guide. While making accessibility changes is not required, it is considered best practice to avoid common accessibility mistakes.

TO DEPOSIT YOUR WORK

  1. Login
  2. Select type of work
  3. Describe your work with metadata
  4. Upload files
  5. Choose visibility level
  6. Review
  7. Read deposit agreement & submit

1. LOGIN

  • Go to the ScholarsArchive@OSU homepage.
  • Click Login in the upper right corner.
  • Login with your ONID credentials.
  • You are now on your Dashboard.

2. SELECT TYPE OF WORK

  • Select Works in the column on the left.
  • Click the Add new work button on the right side.
  • Choose appropriate work type -- this will usually be Article.

3. DESCRIBE YOUR WORK WITH METADATA

► Key fields are required and marked in blue on the edit page.

► Follow the help text above each field for formatting instructions.

Detailed Field Information

  • For all name fields (Creator, Contributor, etc.), enter one per line in the format: Last name, First name Middle initial.
  • Example: Franklin, Rosalind E.
  • Do not include titles.
  • NOTE: A person is either a Creator or Contributor, not both.
  • Resource Type - Choose Article or Preprint, as applicable.
  • Abstract - Copy and paste your abstract.
  • Academic Affiliation - The academic department with which you are affiliated.
  • Non-Academic Affiliation - If you do not see your program listed, select Other and enter the name. (Only OSU-affiliated programs are valid for this field.)
  • License - The license must match the one stated in your work. See CreativeCommons.org and Copyright and Licensing for license information.
  • Rights Statement - In Copyright is the correct choice unless you choose to forfeit copyright. This needs to match the copyright listed on your work. See Copyright and Licensing Help (see link to page above) and Rights Statements.org for more information.
  • Dates - Minimally, select Date Issued and list the year published.
  • Related Items - If there are other items in ScholarsArchive@OSU, a relevant website (e.g. your research group's website, a dataset, related article), or other resources that will help users understand your work, enter complete URLs here.

OPTIONAL: Add to collection

  • If your deposit is part of a collection, add it by clicking the Relationships tab at the top.
  • Type a word from the title of the collection in the Select a collection field. The full title will appear.
  • Click Add to save the item to the collection.

4. UPLOAD FILES

  • Click Files at the top of the edit page.
  • Select Add files and choose the file on your computer or drag and drop it into the box.

File Size Limitations

Generally, files smaller than 2GB will upload through ScholarsArchive@OSU’s web interface. Please contact us for a consultation if you have larger files (see bottom of page for contact information).

 

5. CHOOSE VISIBILITY LEVEL

  • To enable the greatest exposure of your work, select Public.

Embargoes

Users may temporarily restrict access to content on ScholarsArchive@OSU due to ongoing research, pending publication, or other reason. Details are available on the Embargoes & Visibility page.

To set an embargo:

  1. Under Visibility on the right side of the editing page, select the Embargo button.
  2. Select the visibility of your item during the embargo.
  3. Select the end date of the embargo. We offer a list of normal embargo lengths as well as the ability to choose your own date.
  4. Select the visibility of your item after the embargo.
  5. Select a reason for the embargo.

Example:

  • Restricted to: Oregon State University
  • until: 2026-05-01
  • Then set it to: Public
  • Reason for Embargo: Pending Publication

NOTE: Depending on the content you are depositing, administrators may review your embargo request and contact you with feedback.

6. REVIEW

  • Go back and review your metadata.
  • NOTE: You cannot make changes after you submit your work -- if you want to change something, you must contact an administrator.

7. READ DEPOSIT AGREEMENT & SUBMIT

  • Under Visibility, click Deposit Agreement to read it and then tick the box.
  • Click SUBMIT.
  • You will not be able to submit your work unless all required fields (have blue required labels) are complete.

 

Questions about any of the above? Contact us here or email

ScholarsArchive[at]oregonstate.edu