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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.

Depositing Your Graduate Thesis or Dissertation

Prepare your document for submission

All thesis submissions must be in PDF format. 

Adobe Acrobat Pro is the preferred software for making PDF documents. The software is available in Milne Computing Center.

1. Name your PDF file using this format:
LastnameFirstnameMiddleinitialGraduationyear.pdf (e.g., SmithEmilyA2009.pdf)

2. Consider the accessibility of your document. Take a look at our guidelines for accessibility and consider whether your document is accessible. While making accessibility changes is not required, it is considered best practice to avoid common accessibility mistakes. Our guidelines are located here: ScholarsArchive@OSU Accessibility Submission Guide.


  1. Go to the ScholarsArchive@OSU homepage
  2. In the upper right corner of the page, select Login and login to the system using your ONID credentials
  3. Select the ScholarsArchive@OSU Logo in the upper left side of the page to return to the homescreen
  4. Select the Share Your Work button in the upper middle of the screen
  5. From the pop up window, select Graduate Thesis or Dissertation to begin the submission

You will be taken to the input form where you will need to:

  1. Enter metadata about your work
  2. Attach your file(s)
  3. Select your Visibility and Agree to the Deposit Agreement

Enter Metadata

Enter enough metadata to describe your deposited work to users, keeping an eye out for Required metadata fields for your deposit type. If you are unsure about what belongs in a metadata field, contact us!

For Graduate Theses and Dissertations, there are a few metadata fields to take special care with:

  • Title - The title of your Dissertation or Thesis
  • Creator - Your name in the form Smith, John Q.
  • Abstract - Use the Abstract from your Dissertation or Thesis
  • License - Select a license for your thesis. For more information, see the Help page at ScholarsArchive@OSU about why to select a license and what a license does for you
  • Resource Type - Select Dissertation or Thesis depending on your degree
  • Academic Affiliation - the academic department with which you are affiliated
  • Other Affiliation - if your graduate work was associated with any administrative units or programs, please add them here (e.g. Center for Genome Research and Biocomputing, Natural Resources Program, etc.)
  • Rights Statement - A statement of the copyright status of your dissertation or thesis. Select "In Copyright" from the drop down list. 
  • Degree Level - the overall level of your degree (Masters or Doctoral)
  • Degree Name - the name of the type of degree for which you are a candidate (e.g. Master of Science). If you do not see your degree name in the pick list, select Other and enter the name of the degree.
  • Degree Field - the name of the field for which you are a candidate (e.g. Soil Science, Creative Writing). If you do not see your degree field in the pick list, select Other and enter the name of the degree.
  • Commencement Year - enter your commencement year as printed on your thesis or dissertation document.
  • Advisor - the name of your graduate advisor
  • Committee Member - the name(s) of your other committee members. Enter one name per row.
  • 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 funding vehicle, enter an acknowledgement here.
  • Geographic Coordinates - optionally, enter a bounding box, geographic placename, coordinate pair, or hydrologic unit code to help geographically locate your work.

Attach Your File(s)

After entering your metadata, select the Files tab at the top of the screen. This will take you to a file upload interface where you can either drag and drop a file or browse to a file on your computer. Small files should upload fairly quickly. A progress bar will appear for larger files to give you a sense for the progress of your upload. 

File Size Limitations

Generally, files smaller than 2GB are fine for upload through the web interface of ScholarsArchive@OSU. If you have larger files you would like to load to ScholarsArchive@OSU, please contact us for a consultation. We have capacity for almost any file size, but will need to take special care with larger files. 

Select Your Visibility and Agree to the Deposit Agreement

Once your file is uploaded, select the Visibility of your item in the repository. You have the option to make your item available to the Public (recommended), restricted to OSU affiliates, or Private. 

If you have questions about visibility settings in ScholarsArchive@OSU, please contact us. 


It is not uncommon for users to temporarily restrict access to their content to ScholarsArchive@OSU, for example, to given them time to finalize a journal article, share the work with other colleagues before it becomes publicly available, or work through the patent process. In these cases, we offer the option to set an Embargo on deposited content. For detail about embargoes, see the Embargoes and Access Controls page of this guide. 

To set an embargo:

  1. Select the Embargo radio 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 a longer embargo. 
  4. Select the Visibility of your item after the embargo
  5. Review - depending on the type of content you are depositing, repository administrators or other university administrators may review the embargo you request and give you feedback on your selection.
  6. Example: Restrict access to Oregon State University, until 2019-05-01, then set the visibility to Public

If you have any questions about the upload process, please contact scholarsarchive [at ] for help. 

Depositing a Capstone (non-Thesis) Project

The process for depositing a Graduate Capstone Project is the same as for a Graduate Thesis or Dissertation with the following exceptions:

  1. When you select Share Your Work on the homepage, select Graduate Project from the list
  2. Resource Type - select Capstone Project

Depositing Other Content

If you are interested in depositing Research Datasets, see Research Datasets section of this guide for additional details. 

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. When uploading, ensure that you:

  1. Enter as much metadata as possible for your upload
  2. Select the proper Resource Type from the list

Please contact us with any questions.