Frequently Asked Questions

About Research Repository UCD

Open Access

Benefits of submitting papers to Research Repository UCD

Eligibility

Submitting papers

Copyright

Access, usage and impact

Preservation

About Research Repository UCD

What is Research Repository UCD?

Research Repository UCD is a digital collection of open access scholarly research publications from University College Dublin. The repository collects, preserves and makes freely available publications including peer-reviewed articles, working papers and conference papers created by UCD researchers. Submitting material to the Repository is not intended to be an alternative to standard publication. It is a complementary approach designed to showcase UCD's research output, and to provide a searchable, multi-disciplinary, managed resource.

"Research Repository" and "Institutional Repository" are often used interchangeably. Research Repository UCD was formerly known as "Research_Online@UCD, UCD's Institutional Repository".

An informational brochure on Research Repository UCD is available here.

Open Access

What is Open Access?

Open Access (OA) means that electronic scholarly research outputs are made freely available on the Web to all, with no license restrictions. In doing so you maximise the impact of your work as the potential readership is far greater than that for publications where the full-text is restricted to subscribers only.

In October 2012 the Irish Government launched the National Principles on Open Access Policy Statement. This is backed by 20 organisations, including the Irish Universities Association (IUA). The principles driving the Open Access Policy statement are that the outputs from publicly-funded research should be publicly available to researchers and to potential users in education, business, charitable and public sectors, and to the general public.

What are research funders' policies on Open Access?

Many major funding organisations require that funded research be made available through open access. See our mandates page for more details.

What are publishers' policies on Open Access?

Most publishers will allow you to submit papers to Open Access repositories of papers published in their journals, subject to certain conditions. The SHERPA RoMEo site at http://www.sherpa.ac.uk/romeo/ database provides a summary of the policies adopted by the major publishers.

What is self-archiving?

Self-archiving is the process of uploading a free copy of a digital document to a publicly accessible repository (e.g. Research Repository UCD) in order to provide open access to it.

Benefits of submitting papers to Research Repository UCD

What are the benefits of submitting papers to Research Repository UCD?

  • Research indicates that making your research open access can significantly increase your chances of being cited (see next FAQ)
  • Your research becomes universally accessible on the Internet and searchable through Google and Google Scholar
  • Submitting the peer-reviewed final draft of your publications to Research Repository UCD incurs no costs to you as an author
  • The Research Repository provides long term access and storage for your papers and all items are assigned permanent URLs, similar to DOIs
  • The use of permanent URLs within the repository makes referencing the online version of your paper easier and more robust
  • You will be provided with regular download statistics for all items you submit to the Repository
  • The repository provides a showcase for an author's, School's or Institution's output and raises the individual researcher's, the School's and the University's profile
  • More than 300 publishers already allow you to upload the peer-reviewed final draft of your publications into the institutional repository
  • Many major funding organisations require that funded research be made available through open access. See our mandates page for more details
  • It's standard practice: nearly 3,000 institutions world-wide provide Open Access to over 33 million documents in repositories like Research Repository UCD
  • Library staff are committed to assisting you with the submission procedure, including assistance with copyright
  • The Research Repository complements - does not replace - existing publishing processes
  • See Prof. Aidan Moran talking about the benefits of submitting papers to Research Repository UCD: http://www.youtube.com/watch?v=_rNTas142M4

What evidence is there that the repository will improve my citation rates?

A review of the research in this area has been undertaken by Alma Swan and is available at:

Swan, A. (2010) "The Open Access citation advantage: Studies and results to date." Technical Report, School of Electronics & Computer Science, University of Southampton.

Other papers include:

Antelman, K. (2004). "Do Open-Access articles have a greater research impact?" Available at: http://eprints.rclis.org/bitstream/10760/5463/1/do_open_access_CRL.pdf

Brody, T.; Harnad, S. (2004). "Comparing the impact of Open Access (OA) vs. Non-OA articles in the same journals." D-Lib Magazine, 10 (6). Available at: http://eprints.ecs.soton.ac.uk/10207/

Hitchcock, S. (2010) The effect of open access and downloads ('hits') on citation impact: a bibliography of studies. Available at: http://opcit.eprints.org/oacitation-biblio.html

Lawrence, S. (2001). "Free online availability substantially increases a paper's impact". Available at: http://www.nature.com/nature/debates/e-access/Articles/lawrence.html

Open Citation Project http://opcit.eprints.org/oacitation-biblio.html

Do other Universities have research repositories?

Yes, most do. All the universities in Ireland have a repository and all contribute to RIAN, the national portal to Irish Institutional Repositories (www.rian.ie).

Eligibility

Who can submit items to Research Repository UCD?

Any UCD member of staff or researcher can submit items in Research Repository UCD.

What about co-authored works?

Co-authored works are acceptable provided that one of the authors is a UCD member of staff. All authors are entered in separate fields so if you search for any author attributed to an item it will be retrieved.

Can I add items I published in a previous University I worked in?

If a researcher worked in institution prior to UCD, items published while in that institution can be uploaded to Research Repository UCD, provided that the publisher's copyright policy allows it.

What would happen to my items if I leave UCD?

Any papers already in Research Repository UCD will be retained in the repository.

Submitting papers

How do I submit papers to the Repository?

Go to researchrepository.ucd.ie and click on the "Submit papers via the RMS" link in the top left hand corner. Log in using your UCD email address and the password you created, or if you have never signed in before, your staff ID.

For full instructions see our guide or view our 3 minute video at http://researchrepository.ucd.ie/how-to-submit.

What types of material does the repository accept?

We accept the final accepted peer-reviewed drafts (or final drafts where not peer-reviewed) of the following:

  • Journal articles
  • Conference publications
  • Book chapters
  • Technical reports
  • Working papers
  • Government publications written by UCD authors
  • Patents
  • Reviews
  • Scholarly contributions to newspaper/magazine

What formats are accepted?

In order to facilitate UCD's commitment to open access and long-term preservation, we prefer PDF format with no password protection as this is a non-proprietary format, for which readers are freely available.

Which version of the article do you require?

In order to comply with the copyright policies of the publishers, the version we require is the author's "post-print" or author's final version of the article after the refereeing process has taken place.

The text of the article therefore may be exactly the same as in the published PDF version. However, this version should not contain the publisher's copy editing or formatting such as logos, typesetting or page numbers and should not be a publisher's proof.

Occasionally, however, there may be indications of a publisher's style through the use of a template or through the use of a galley (which could include numbered lines). The Repository accepts these.

Authors should therefore seek to keep copies of suitable versions of all articles.

For visual examples of the versions we can and cannot accept, please see our Versions Guide.

Can you give any guidance on how to organise different versions?

Going forward, you will need to ensure that you have the correct version saved for uploading to the Repository and that you factor this into your workflow. For advice on managing different versions and revisions please see the London School of Economics’ Version Toolkit for authors, researchers and repository staff.

The version of the article that you're looking for doesn't look as good as the published version.

Without the publisher's formatting we agree that the version of the article we require may look a little "bland". However, for researchers or members of the public who do not have subscriptions to costly database, this free version is always preferable. To help end users find the published version we create a link to this in the record and also provide a suggested form of citation to the article/paper. In addition we add a cover sheet to each PDF where all the citation details are brought together, plus a link to the published version.

Can I just copy the text from the published version and save it as a Word or PDF document? Does this count as the final peer reviewed draft?

No -- this would be what we consider reverse engineering, and we cannot and do not endorse reverse engineering as it would be in breach of publishers' policies. While it may not reproduce the publisher's layout, copyediting, proofreading and other publisher-owned content may be inadvertently included. Publishers' policies are quite specific in that the version allowed must be the author's final draft version.

I have only printed material. Can I submit this to the Repository?

Only electronic files can be submitted. However, a scanned copy of a printed document is acceptable.

In the case of multiple authors which author should upload to the Repository?

If a UCD co-author uploads first then the item will appear in the Research Management System (RMS) as a "claimable" item, ready to upload to the Repository for all UCD co-authors. Only one author needs upload.

If the co-author is not in UCD then the general advice is for the first author to upload the paper to their repository.

What if my publisher wants me to wait for a set period of time ("embargo period") before uploading to the Repository?

You will be able to upload the paper as normal. The Library will set an embargo as part of its copyright checking process. It will be possible to view the metadata (i.e. citation details) of embargoed items in the Repository with the full-text remaining locked down. The embargo to the full-text will be lifted automatically once the embargo date is reached.

What if the journal title isn't included on the RMS?

You will need to contact rmssupport@ucd.ie in UCD Research to request the addition of your journal title.

I have a large number of items I'd like to submit. Is there a quick way of doing this?

It is possible to organise a "bulk upload" in some cases. The minimum requirement for this is 50 full-text PDF post-refereed author drafts of the papers. Information on bulk uploads is available here, please contact research.repository@ucd.ie for more details.

Our School has a series of Working Papers/Technical Reports that we would like to add to the Repository, what kind of arrangements do you have in place for these?

We can set up a separate collection for sets of Working Papers within the School Collection. This means that the papers will:

  • Bypass the copyright checking stage (as the Copyright will already be with the School)
  • Be kept as a separate browsable collection, with a unique name

We can organise a bulk upload along the same lines as the previous FAQ, where applicable. Please contact research.repository@ucd.ie for more details.

I'm a School/Research Centre administrator and would like to submit on behalf of researchers. How do I organise that?

Contact rmssupport@ucd.ie and request that you be given administrator login privileges for your School/Research Centre. This will allow you to update the profiles and upload papers for each member of staff in your unit. Be advised that UCD Research may need a list of staff members to set this up for Research Centre administrators.

When you upload papers on behalf of staff, you will be the contact person for those items if Research Repository staff have queries.

I have published an item that is linked to a number of UCD Schools/Institutes/Research Centres. Can my item appear in additional collection/s to my main School collection?

Yes it can. On the submission form there is an 'Any other comments' box which you can use for this, after you click 'Send to Repository'. Enter the name of the additional School/Research Centres you would like the item to appear in. Click the image below to enlarge:

Additional comments/collections field

What happens to my document after I upload it to the Repository?

The Library performs a copyright check on each item before making material available to view. Generally speaking approximately 80% of items uploaded to the Repository are straightforward to deal with. A minority, however, require Library staff to contact publishers on your behalf to request permission for archiving.

The Library also double-checks details such as forms of author names, ensuring that a standardised version is used, and additionally performs a general quality check.

How soon after I upload to the Repository will my item appear in the Repository?

Providing the copyright check is straightforward (see previous FAQ) your item will appear in the Repository within 10 working days. In a very few cases, publishers fail to respond to multiple requests for permission. We do not allow items to remain in the copyright checking stage for more than four weeks when publishers do not respond to our permission requests.

Under normal circumstances, we process items in the order in which they were received. During busy months when backlogs accrue, we priortise the most recently published papers.

How will I know that my item has arrived in the Repository?

You will receive an email letting you know.

What if I haven't got time to upload papers?

Submitting papers to a repository is part of research communication. We understand that researchers are under increasing time pressures so we are continuing to develop the Repository to make it as streamlined and user-friendly as possible. Examples include the recent integration project with the Research Management System (RMS) and the upgrade/streamlining of the RMS interface that will take place during the first half of 2013.

The integration of the Repository with the RMS means that from your author profile page on the RMS you have the option of uploading your final peer-reviewed draft (or final draft where not peer-reviewed) for journal articles and conference papers.

Therefore, in order to make things as quick as possible for you, please ensure that you have the suitable version available to upload and also all of the necessary citation information (that you need to update your RMS author profile).

Once you have that, we estimate that the average time taken to upload an item is 10 minutes. From that one upload your RMS author profile will be updated and the correct form of your paper will be uploaded to Research Repository UCD.

Copyright

Will I be breaking copyright if I put my article in Research Repository UCD?

This depends on the copyright agreement you signed when you published your paper and on the publisher's policy with regard to authors uploading copies of papers into repositories.

Due to progress by the Open Access movement, a significant number of publishers now allow authors to upload a copy of their article into an institutional repository. For more information please see our copyright page and separate Copyright Guide.

How can I check who owns the copyright on my paper?

If you do not have a copy of the copyright agreement or if the agreement does not address the question of self-archiving (i.e. submitting papers to Research Repository UCD), you may find it helpful to check the SHERPA/RoMEO database. RoMEO lists copyright and self-archiving policies for a number of publishers although it should be noted that it is not 100% comprehensive in its coverage of journal publishers. It should also be noted that the situation regarding publisher policies can change.

If the publisher is not listed on the RoMEO database you may be able to find details of the copyright agreement you signed on the publisher's web site (often within the section on guidelines or instructions for authors and contributors).

If you do have a copy of the copyright agreement and it appears to forbid submission to a repository, you should bear in mind that the publisher's policy may have changed since the agreement was drawn up and that the change may be retrospective.

It should be noted that, even when copyright is not retained by the author, most publishers allow their authors to self-archive. For more information please see our copyright page and separate Copyright Guide or ask the Library staff to check on your behalf.

Can I upload these papers to ResearchGate.net, Academia.edu, Mendeley or similar services?

Checking copyright and publishers' reuse policies is one of the main services provided by Research Repository UCD. This is not provided by online services such as Mendeley, Academia.edu and Researchgate.net. There is no guarantee that posting even the final peer-reviewed draft to any of these third-party services is fully legal.

For example, Academia.edu cites Sherpa/Romeo, a tool that we use in RRU to start the checking process. However, even Romeo states that the majority of publishers only permit reuse in the author's personal or their employer's website, which RRU certainly falls under.

We would recommend uploading the final peer-reviewed draft to RRU and linking to this from any of the third-party services. We will have checked the publisher's policy before putting the paper online, so you can be sure that you will not be in breach of copyright.

Access, usage and impact

Who can access my papers?

As an Open Access repository anyone with an internet connection will be able to access your papers.

Can't everyone get access to the research they need via their library journal subscription?

Even in academia people have problems accessing research publications—and this is especially the case now with budgets under intense pressure and cancellations of journals taking place.

I need to publish in high impact journals to further my career

Yes you do—we understand that! You can also put a copy of your work in the repository in most cases. Repositories work alongside traditional publishing rather than instead of it. You may be under a mandate from your funding agency to make a version of your work available in an open access format.

Doesn't placing papers into a Repository undermine traditional journal publishing?

This is a common misconception. Repositories aren't replacing publishing. They work alongside publishing (acceptance by a publisher is normally the criterion by which we accept material into repositories). Libraries can't subscribe to everything, so submitting your papers to the repository ensures the institution has a copy. Also, if journal subscriptions are cancelled in the future, the library might lose access to back-copies. This didn't happen with print copies but is a risk with online-only content.

This will affect my book sales—won't everyone just look at it in the repository?

Copyright may well not allow for the submission of a complete book. However, if copyright clearance is given by the publisher, the availability of the book electronically via the Repository raises its visibility and may in turn increase sales.

An alternative to submitting an entire book is to submit one or more chapters; again, this will result in an increase in visibility.

I'm already/would prefer to submit my papers to a subject repository

That's great, but there is also a value to UCD in having a copy of your work in Research Repository UCD as it helps to "showcase" UCD. By uploading to Research Repository UCD, you will automatically be included in RIAN.ie, Ireland's national Open Access portal, making your effort visible to the major Irish funding agencies.

I've put my papers elsewhere (e.g. on a personal/departmental webpage)—can I still link to these?

Yes, you will still be able to link to your collection or individual papers from your personal or School website.

Putting your papers in a repository means they are curated, they will have a permanent link and will benefit from institutional support. In addition, if you leave UCD you will be able to continue linking to your papers.

How will people find my article?

The most common routes will be via a Google or Google Scholar search. Additional ways will include via the UCD Library catalogue, searching Research Repository UCD directly, using some form of portal to which items are automatically harvested (e.g. RIAN, Base Bielefeld), or from a link on your own webpage.

Why does my paper not appear in Google Scholar?

Google Scholar links first to the 'version of record'. In our experience this is usually the publisher's website, or if unpublished, a high-ranking site that provides a full-text such as the repository. Often it will point to both the publisher's site in the main link, and link to the PDF on Research Repository in the right-hand column with the words 'PDF from ucd.ie'. It may also store a link to other versions, sometimes including the version you uploaded to Research Repository, in a link named 'View all n versions'.

Google maintains corporate secrecy over their search and index algorithms, so there is no way to know how or why Google Scholar has listed your paper. A recent study indicates that up to 50% of the papers in institutional repositories like Research Repository UCD will be found by Google Scholar. However, it is safe to assume that all papers will appear in the standard Google, as it crawls the Repository multiple times daily for new additions.

Will I know how many times my papers have been accessed and which are the most popular?

Yes. The repository provides both viewing and download statistics for each individual paper, and from which countries papers are viewed and downloaded. It also provides download and viewing statistics at School, Research Centre and UCD—wide levels.

Research Repository UCD will also send you an automatic monthly email outlining the number of items you have uploaded, the number of times your items have been downloaded, locations of downloads, collections your items appear in, and other statistics.

I understand that each School or Research Centre can "pull" the submitted material from the Repository to make it viewable from the School or Research Centre's own website. How does this work?

It is possible to import items submitted to a School or Research Centre from the Repository to the School or Research Centre's own website using RSS. In doing so the PDFs will continue to be hosted on the Repository server. Options other than RSS are also available. More information on the use of RSS feeds in the Repository is available here, and instructions on how to import using RSS in a UCD CMS environment are here. For other queries please contact research.repository@ucd.ie.

Preservation

What about preservation? How long will my papers remain in the repository?

The Library has made a financial commitment of staffing and server space to preserve the papers submitted to the Repository. In addition we assign permanent identifiers (similar to a digital object identifier—DOI) to facilitate the referencing of your online paper.

The long-term aim is to ensure permanent access to all items, even after you leave UCD.