Points to note

There are a number of things that you might need to consider in relation to submitting material to the Sydney eScholarship Repository. The following are the more important points that will help you through the publishing process. If you have any questions please contact the Sydney eScholarship Repository Coordinator
E:escholarship.info@sydney.edu.au

TYPES OF MATERIAL TO BE LOADED

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Works submitted should have one of the following elements:

  • The work must be produced or sponsored by a University of Sydney faculty, department, school or research centre.
  • The work must be scholarly or research oriented.
  • The work must be the finished version.
  • The author should be willing and able to grant Sydney eScholarship the right to preserve and distribute the work via the institutional repository
  • If the work is part of a series, it is encouraged that other works in that series also be submitted.

Note: The repository does not archive administrative records i.e. exam results; minutes of meeting, departmental records etc ... .
Examples of works include

  • Articles
  • Technical reports
  • Working papers
  • Conference papers
  • Theses
  • Audio/Video
  • Images

RIGHTS AND PERMISSIONS

  • In order to archive material into the repository you will need to grant a licence, giving the Library permission to make the work publically available. This is done as part of the submission process. Please look at the full text of the Licence.
  • Under the licence :
    You grant the Library permission to store and make the work available on open access
    You are warranting that:
    - you have permission to submit the work i.e. you checked your publishing licence agreement; you consulted with the other authors of the work
    - You have cleared the copyright on any material that is not yours
  • Knowing your rights under copyright can be difficult. To make it (slightly) easier the University has a copyright site where you will find general information in relation to Copyright
  • If you have already published material you may need to seek permission to make your work available on open access. To do this you can use the following proformas
    - PDF version
    - MS Word version

PUBLICATION TYPES

Defining the type of publication you can load as stipulated in your publishers agreement can be a bit of a nightmare. To help you here is a set of broad definitions material that you can load

  • Post print - the accepted version for publication or the version of the paper after peer-review, with revisions having been made.
  • Pre print - the version of the paper submitted for peer review. This is the author's original manuscript.
  • Publishers version - the publisher-created published version, the publisher's pdf, HTML, XML or whatever format the work was published in.

If you are using SheraROMEO or OAKList as a guide these definitions should help to inform you as to which version to use. If you have any questions please contact the Sydney escholarship Repository Coordinator

How to know if you can make your work available?

  • The easiest way to establish whether or not you can deposit a copy of your work to the Sydney eScholarship Repository is to contact your publisher directly. They will be able to provide you with a direct answer. However this may not always be possible. There are two tools that you can use as a guide SherpaROMEO // OAKlist. For a detailed explanation on how to work out publisher permissions see [http://ses.library.usyd.edu.au/ses/Permision.pdf]

FOR CODES

FOR (*Field of Research) codes form part of the Australian and New Zealand Standard Research Classification (ANZSRC). They are classifications to help analyse the research undertaken in both countries. When submitting material for HERDC and ERA you would have had to nominate these for your work.

While not mandatory we encourage you to enter the FOR codes for your research as this is an extra way of enhancing exposure via open access for your work

FILE TYPES AND SIZES

The Repository will handle very large files, and there are formats that are preferred such as TIFF, PDF and XML. These are preferred as there is a greater chance that they can be reused over time. One of the main reasons for archiving material is to preserve it over the long term, and allow access to it. Certain proprietary formats, for instance, can be rendered useless at an update of software, and cannot be reworked to ensure preservation or access. The Repository will accept all kinds of files but some may not be able to be preserved. There are three main levels of file support -

  • Supported: We fully support the format and preserve it using either format migration or emulation techniques. (eg. TIFF, XML, PDF)
  • Known: We can recognise the format, but cannot guarantee full support. (eg. Word). Note: we would prefer that you do not load word files and they may not render properly on different versions of word.
  • Unsupported: We cannot recognize a format; these will be listed as "application/octet-stream", aka Unknown.

Repository staff will be pleased to assist you with any problems regarding file formats and preservation issues.