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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.

Graduate Thesis, Dissertation, -or- Graduate Project (Non-Thesis or Capstone)


Questions about the upload process? Contact us here or email

scholarsarchive [at]


► FORMAT: Thesis, dissertation, and capstone submissions must be PDFs. Adobe Acrobat Pro is the preferred software for making PDF documents. It is available in the Milne Computing Center.

► TITLE: Name your file using this format: LastnameFirstnameMiddleinitialGraduationyear.pdf

Example: SmithEmilyA2018.pdf

► 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.
  8. Wait for approval.


  • 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.


  • Select “Add new work” on the right side.
  • Choose "Graduate Thesis or Dissertation" or "Graduate Project" (for non-thesis or capstone).
  • If you have questions, contact us.


  • Key fields are required and marked in blue on the edit page.
  • If you aren’t sure about a field, contact us.

Detailed Field Information

  • Title - Title of your work.
  • Creator - Your name, in the form: Last name, First name Middle initial.
    • Example: Franklin, Rosalind E.
  • Abstract - Use the abstract from your work.
  • License - Your license must match the one stated in your work. See and Copyright and Licensing for license information.
  • Resource Type - Choose "Dissertation," "Master’s Thesis," or "Capstone Project."
  • Dates - Select "Date Issued." Enter the date you presented your work.
  • Degree Level - Choose "Master’s" or "Doctoral."
  • Degree Name - Choose the name of the degree for which you are a candidate. If you do not see your degree name in the list, select “Other” and enter the name.
  • Degree Field - Name of the field(s) for which you are a candidate (e.g. Soil Science). If you do not see your degree field listed, select “Other” and enter the name of the degree.
  • Commencement Year - Enter your commencement year as printed on your thesis, dissertation, or project.
  • Advisor - Enter one name per line. Do not enter any titles. Use the form: Last name, First name Middle initial.
  • Committee Member - Enter one per line. Do not enter any titles. Use the form: Last name, First name Middle initial.
  • Academic Affiliation - The academic department with which you are affiliated.
  • Non-Academic Affiliation - Do not enter Graduate School. If your graduate work was associated with other programs, please add them here (e.g. Center for Genome Research and Biocomputing, Natural Resources Program, etc.). If you do not see your program listed, select “Other” and enter the name.
  • Subject - Optional but encouraged.
  • Rights Statement - "In Copyright" is the default setting. See Copyright and Licensing Help and Rights 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.
  • Funding Statement - If your research was funded by a grant, scholarship, or other source, enter an acknowledgement here.
  • Geographic Coordinates - Optional.


  • 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.


  • On the right, select "Public" (recommended), "Oregon State University" only, or "Private."


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 for errors and misspellings.
  • NOTE: You cannot make changes after you submit your work into the review process -- 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.”


  • Once your work has been submitted, it enters the review process.
  • You will receive notifications (via email and in your ScholarsArchive account) regarding the status of your work, including whether you need to make changes before it can be accepted.
  • After it is accepted, your work will be posted to ScholarsArchive.
  • Need to make changes? See Document Review Process for more information.

Questions about the upload process? Contact us here or email

scholarsarchive [at]

Depositing Other Graduate Content

If you are interested in depositing “Research Datasets,” see Research Datasets for detailed information.

If you are interested in depositing other content such as posters or presentations, select the appropriate work type from the available list after you select "Share Your Work" on the homepage. For example, posters and presentations fall under the "Other Scholarly Content" work type.

When uploading, ensure that you:

  • Enter as much metadata as possible for your upload.
  • When entering metadata, select the proper “Resource Type” from the list.

Questions about the upload process? Contact us here or email

scholarsarchive [at]