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ScholarsArchive User Guide

This guide helps ScholarsArchive@OSU users deposit and manage their content.

Easy Deposit and the OSU Open Access Policy

OSU Open Access Policy

The Oregon State University Open Access policy [pdf] 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.

Policy Implementation (AKA Easy Deposit)

As part of OSU Libraries' charge to implement the Open Access Policy, we implemented a set of tools to make depositing your work in ScholarsArchive@OSU easier. These tools, collectively referred to as Easy Deposit, include the following steps:

  1. OSU Libraries is notified, via an automated service, of new OSU publications
  2. An email notification is automatically sent to authors of new publications, including a link to a pre-populated deposit form
  3. Authors upload a copy of their publication using instructions provided on the Easy Deposit form
  4. Publication and publication metadata will be automatically ingested into ScholarsArchive@OSU and made available openly on the web

If you have any questions about Easy Deposit or the OSU Open Access policy, please contact us at scholarsarchive  [at]

Depositing Your Research Articles

Faculty articles are self-deposited and do not undergo any review. Please contact us with any questions.

Before you submit:

  • The article must meet the terms of any agreement you signed with a publisher regarding versions that can be archived in an Institutional Repository (ScholarsArchive@OSU). Most publishers prefer that authors deposit the Post Peer Review, Pre-Publication version of the article -- the final version you send to the publisher after your article has been through the peer-review process. Some publishers allow the final, typeset copy of the article to be deposited into an Institutional Repository. Check the Sherpa/Romeo database for your journal/publisher's preferences or contact us for assistance.
  • Please read the ScholarsArchive@OSU Deposit Agreement before you deposit.
  • If you would also like to deposit a dataset related to your paper, see the Research Datasets page.

Questions? Contact us here or email

scholarsarchive [at]

Depositing Your Work

If you are making a graduate student deposit, an undergraduate student deposit, or submitting research datasets, please follow the instructions on the corresponding tab to the left.


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.

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.


  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 & save


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


  • Select Works in the column on the left.
  • Click the Add new work button on the right side.
  • Choose appropriate work type. If you are submitting datasets, follow the directions on the Research Datasets page.
  • If you have questions, contact us.


  • Key fields are required and marked in blue on the edit page.
  • Fill in as many fields as possible; more description means increased discoverability.
  • If you aren’t sure about a field, contact us.

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.
  • Abstract - Copy and paste your abstract to increase findability of your work.
  • License - Your license must match the one stated in your work. See and Copyright and Licensing for license information.
  • Resource Type - Choose Article or Preprint, as applicable.
  • Dates - Minimally, select Date Issued.
  • 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. (NOTE: Only OSU-affiliated programs are valid for this field.)
  • Rights Statement - See Copyright and Licensing Help and Rights for more information.

Additional Fields

  • Related Items - If there are other items in ScholarsArchive@OSU, a relevant website (e.g. your research group's website), or other resources that will help users understand your work, enter URLs for them 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.


  • Click Files at the top of the edit page.
  • Select Add files and choose your thesis/dissertation/capstone 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.


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


Contact us if you have questions about embargoes.

Users may temporarily restrict access to content on ScholarsArchive@OSU due to ongoing research, pending publication, or other reasons. Details are available on the Embargoes and Access Controls 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.


  • Restricted to: Oregon State University
  • until: 2019-05-01
  • 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.


  • 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.


  • Under Visibility, click Deposit Agreement to read it and then tick the box.
  • Click Save.

Questions? Contact us here or email

scholarsarchive [at]