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Scholar's Archive User Guide

This guide will help users of OSU's Institutional Repository, ScholarsArchive@OSU, deposit and manage their content.

Open Access Policy

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. 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] oregonstate.edu

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.


PREPARE YOUR FILES

FORMAT: PDF is ideal for most submissions. Otherwise, choose a format that is open (uses no proprietary files, such as Excel spreadsheets) 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.


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 & save.

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 Works page.

2. SELECT TYPE OF WORK

  • Select Add new work on the right side.
  • Choose appropriate work type. If you are submitting datasets, go to Research Datasets.
  • If you have questions, contact us.


3. DESCRIBE YOUR WORK WITH METADATA

  • 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. Do not include titles.
  • Example: Franklin, Rosalind E.
  • Abstract - Copy and paste your abstract to increase findability of your work.
  • License - Your license must match the one stated in your work. See CreativeCommons.org and Copyright and Licensing for license information.
  • 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.
  • Subject - Encouraged!
  • Rights Statement - See Copyright and Licensing Help and Rights Statements.org for more information.

Additional Fields

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


4. UPLOAD FILES

  • 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.

 


5. CHOOSE VISIBILITY LEVEL

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

Embargoes

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.

Example:

  • 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.


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 & SAVE

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

Questions? Contact us here or email

scholarsarchive [at] oregonstate.edu