Q: There are four records for my name on the Research Repository. Can I combine these?
A: When browsing the Research Repository by author (i.e. using the specific ‘Browse‘ feature in the left-hand sidebar as opposed to searching) you may find your name listed multiple times, with different numbers of publications listed.
This happens because the Research Repository records every different instance of a name as a different person (including different punctuation) – so even though Jane Shepard, J. Shepard, J Shepard and Jane C. Shepard are all the same person, the repository gives them all an individual listing.
If you let the repository team know, we can combine the records under one name. This requires opening each record individually and changing the names in the ‘Creators’ field so that they all match.
To prevent this from happening in the first place, please ensure you always enter your name in one consistent format.
Q: I deposited my paper on the Research Repository but it isn’t showing up – what’s going on?
A: The most likely explanation is that the deposit process was not completed. The final step in depositing the paper is hitting the ‘Deposit Item Now’ button on the Deposit screen:
Just clicking through to the Deposit screen is not enough – you must click this button.
You can tell when an item has been successfully deposited because the item status will change from ‘User Workarea‘ to ‘Under Review‘. Later, once it has been checked by a repository administrator, it will be moved to the live repository and the status will change to ‘Live Archive‘.
Q: My paper is on the Research Repository but doesn’t appear on my profile page. Why?
A: The staff profile system automatically creates a list of your publications from data on the live Research Repository (so items that are in your work area or under review will not appear on your staff profile.) It uses your UWE email address (@uwe.ac.uk) to identify your papers and add them to the list, so there are two steps you need to take when you want to add a publication to your staff profile:
- Add it to the Research Repository
- In the ‘Creators’ field, add your name AND your UWE email address. Without your email address the system will not pick up your paper – it will be visible on the Research Repository but will not appear on your staff profile.
There is also an option to mark records that you do not want to appear on your staff profile – this is automatically selected as ‘yes’, so do not change the status if you wish the items to appear.
It can also take up to 24 hours after an item is made live on the Research Repository before it will appear on your staff profile.
If your item is still missing, contact the repository team for more information – it might be a simple spelling mistake in the email address.
Q: I’m sure I uploaded the author’s accepted version of my paper when I deposited it, but the full text isn’t showing – did I not upload it properly?
A: You may not see the full text of your paper immediately if you upload it to the Research Repository. Many journals allow us to archive the author’s accepted version but only after observing an embargo period (the green open access route.) These typically range from 6-24 months depending on the journal and subject. The embargo is typically applied from the date that the article version of record is published online.
Once the version of record is published online, the repository team will apply any required embargo. This will automatically expire at the appropriate time, at which point the full text will be publicly visible and downloadable.
Other reasons that your full text may not be visible: we aren’t permitted to archive the version you uploaded, we are awaiting information from the publisher, or there was no full text uploaded with the record. If you are unsure, contact the repository team and we can check for you.
Q: What version of the full text should I upload to the Research Repository?
A: The version we are most frequently permitted to archive is the author’s accepted manuscript (also called AAM, accepted version, or post-print).
This is the version of the text that is accepted by the publisher. For journal articles this is after the article has gone through peer review, and any changes resulting from peer review have been incorporated, but before any publisher formatting is added. This means we cannot use proofs, as they feature publisher formatting (of which the publisher holds the copyright.)
This is the version required to comply with the HEFCE policy, and is the version that most journals allow us to archive anyway. For book chapters this is also the version we are most likely to be able to archive, so if in doubt – upload the accepted version. The repository team will check the publisher requirements and get in touch if a different version is required.
If you have ever wondered what happens after you click ‘Deposit item now’ and log out of the Research Repository…
If you have ever thought about what happens to your item before it appears on the Research Repository and your staff profile…
If you have pondered about the difference between checking archiving and copyright conditions for a journal article versus a conference item (or just how long it can take)…
Then you will be interested in our latest poster, showing all the steps that your item has to go through between ‘Deposit Item Now’ and you seeing it on the Research Repository. You can see a teaser of the the full poster created by Lisa, the Repository Administrator, above, and the full poster can be viewed online here.
This is a new series of posts in which we answer some of the frequent questions we receive in the team, which have relatively short, simple answers.
Q: I want to make a change to an item on the Research Repository, but I can’t find an edit function?
A: Once you deposit an item to the Research or Data Repositories you cannot edit the record anymore – it can only be changed by a repository administrator. This is highlighted on the deposit page, the last step in the deposit process. If you know you still want to make changes to a record then do not deposit it at this point! In your repository work area (accessed through the ‘Manage deposits’ link at the top of the page when you log in) you can see the status of any items that you have uploaded.
If the item status is ‘User Workarea‘ then you can still edit this item. Open the record or click the pencil and paper icon next to it to make any changes.
If the item status is ‘Under Review‘ ‘Live Archive‘ or ‘Retired‘ then you cannot edit the item. If there are any changes you wish to make you will need to contact the repository team with the details of the record and the edits that need to be made. The repository team can then update the record for you.