How to deposit

Guide to adding your work to the Research Repository.

General Guide

Login using your UWE Bristol username and password

Your 'Manage deposits' page (also called your work area) shows all the items that you yourself have uploaded to the Research Repository.

  • Yellow items are still in your work area and can be edited by you. To do this, click the pencil and paper icon next to the item.
  • Grey items are under review and are waiting to be checked by the repository team. You can view these items but not edit them.
  • Green items have been checked by the repository team and are on the live repository.

To add a new record click the 'New Item' button. When adding a new record your progress is automatically saved when you move to the next page.

Deposit Agreement

You need to accept the deposit agreement before you can add anything to the Research Repository.

Item type

Select the appropriate item type from the list of options. We accept most item types, from journal articles to book chapters to performances. As long as the work is part of your research, you can add it.

Upload

Wherever possible, enter the full text of your research by clicking 'Browse' and selecting the appropriate file from your PC. Publishers usually allow the archiving of the author's accepted version of a work (this is the final draft, post peer-review, before formatting is added by the publisher.) The repository team checks every item before moving it to the live repository, and will let you know if we cannot use the version you supplied.

Details

Complete the details about your work. If you are unsure what a field refers to, click on the question mark to find out more information. Starred fields must be completed before the item can be deposited. If you try to move on without completing a starred field, an orange warning will appear at the top of the page.

Keywords

Add any keywords you wish to associate with your publication. The repository team will attempt to add keywords if you leave this section blank, but remember - you are best placed to know what readers may search for to find your work.

Deposit

If you want to continue editing your record, click 'Save for Later'. This will save the record to your manage deposits page where you will be able to edit it further.

If you are ready to deposit your item click 'Deposit Item Now'. This will move the item to the 'review' area of the Research Repository where it will wait until it is checked by repository staff. You will no longer be able to edit your item once you have deposited it - any further edits will have to be made by the repository team. No items are made publicly visible without being approved by the repository team first.

Further Information:

Journal article

HEFCE policy

In accordance with HEFCE policy for the post-2014 Research Excellence Framework (REF) you are required to enter the date of acceptance when depositing a journal article (the date when the article was formally accepted by the publisher.) In order to comply with the policy, journal articles must be deposited in the Research Repository within three months of the date of acceptance.

If you have a DOI number

If your journal article has a DOI number, you can use this to add the article very quickly.

  • Most major journals will provide a DOI number (Digital Object Identifier) to each article they publish. It can usually be found on the article webpage.
  • Copy the DOI and login to the Research Repository.
  • On the Manage deposits page, make sure the 'Import from' box says '-DOI (via CrossRef)' and click 'Import'.
  • Enter the DOI number in the box on the new page and click 'Import Items'.
  • This will produce a record for the article, with many of the details already filled in. You will still need to add additional information and upload the full text.

See the Quick Deposit Video Guide for more information.

If you have uploaded the article to ArXiv, PubMed, your Google Scholar profile or another institution’s repository

If you have uploaded the article to one of the above sites you can quickly import the information to the repository.  To do this, find the relative identifier (e.g. ArXiv ID, PMID number) and follow the steps in the DOI import guide above, changing the 'Import from' box to the relative source each time. For more information on importing items in this way, contact the repository team.

Book or book chapter

If you want to deposit a whole book

If you want to create a record for an entire book that you have written or edited follow the instructions in the guide above or in the Depositing Video Guide. When you reach the Item Type stage of the process select Book.

If you want to deposit a book chapter or section

If you want to create a record for a single chapter or section that you have written as part of a book follow the instructions in the guide above or in the Depositing Video Guide. When you reach the Item Type stage of the process select Book Section.

Things to consider when adding a book or book chapter to the repository

Please note, if you are uploading the full text of the book to the repository your publisher may only allow us make one chapter publicly available. In case this happens, please leave a note for repository staff in the Comments and Suggestions section of the Details tab to tell us which chapter you would like to make public if possible.

Conference paper

HEFCE policy

In accordance with HEFCE policy for the post-2014 Research Excellence Framework (REF) you are required to enter the date of acceptance when depositing a conference item that will be published in proceedings with an ISSN (the date when the article was formally accepted by the publisher.) In order to comply with the policy, conference items must be deposited in the Research Repository within three months of the date of acceptance.

How to add a conference paper to the repository

If you want to create a record for a conference paper that you have presented, follow the instructions in the guide above or in the Depositing Video Guide. When you reach the Item Type stage of the process, select Conference Paper or Workshop Item.

Things to consider when adding a conference paper to the repository

When uploading the full text, please consider any images in the presentation. Ensure that you have appropriate permission from the copyright owners so that they can be reproduced online in the repository. If this is not possible we will need to remove them before the presentation can be made publicly available.

Thesis

As an MPhil, PhD, DPhil/MPhil, or Professional Doctorate student, you are required to submit a soft-bound version of your thesis to the Research Repository. Once any post-viva corrections have been made, you should submit the final version which will be made publicly available to anyone who wishes to access it. You will not be awarded with your degree until this has been done.

Why do I have to submit my soft-bound thesis?

Because it is a requirement of the University. Don’t worry, only those with administrative permissions to the Research Repository will be able to see the soft-bound version. This means that it will be visible to the Graduate School and external examiners, but remain hidden to the general public.

I have used images and materials by other authors in my thesis - is that ok?

If there is "third party" material in your thesis, it is likely you will need to get permission from the copyright holders before the thesis can go live on the Research Repository. You must also ensure you make the appropriate attributions within the thesis itself. These are important considerations for you while writing your thesis, please consult the guide on including copyrighted materials in your thesis.

Remember, getting third-party copyright permissions can be frustrating. So don't delay, investigate any third-party copyright requirements while you are drafting your thesis.

How do I upload to the repository?

After you have got copyright permissions in place and have attributed the original sources in your thesis, follow the instructions in guide above or see the depositing video guide.

What about later versions of my thesis?

Where a previous version of your thesis exists on the repository (e.g. first submission prior to viva or revised version following viva), please email the revised thesis to eprints@uwe.ac.uk, and the Library's Research Support team will upload it for you.

When you have been advised by the Graduate School that the examiners have confirmed that amendments to your thesis have been completed to their satisfaction, please email the approved version to eprints@uwe.ac.uk indicating clearly in the subject line of the email that this is the ‘final approved version’. If the most recent version on the Research Repository is the final version you need to email the repository team and tell us. We will not make any version live until we have a) heard from the Graduate School and b) heard from you, the thesis author.

Remember, you will not be awarded with your degree until the final version of your thesis has been added to the Repository. 

Will making my thesis live on the Research Repository prevent me from publishing?

This is a common concern. Please read the information about publisher positions on e-theses and prior publication.

Further information

Please contact us if you have any questions.

Creative work

How to add a creative work to the repository

If you want to create a record for a creative work, follow the instructions in the guide above or in the Depositing Video Guide. When you reach the Item Type stage of the process, select the most appropriate Creative Works type for your work ('composition' and 'artist's book' should be used for those specific types of work, 'general category' should be used for anything else including performances, images, exhibitions and audio-visual works.)

In this case, uploaded 'full text' can consist of images, sound files, videos and HTML links.

Things to consider when adding a creative work to the repository

If you are not the copyright holder of the work, you will require permission from the copyright holder before any 'full text' is made publicly visible.

Working paper

How to add a working paper to the repository

If you want to create a record for a working paper that you have presented, follow the instructions in the guide above or in the Depositing Video Guide. When you reach the Item Type stage of the process, select Report.

Things to consider when adding a working paper to the repository

Publishers are wary of publishing work that has been published elsewhere. Some publishers consider adding a working paper to the Research Repository to be prior publication, so please check with your potential publishers before adding a working paper to the repository.

Official report or project report

How to add an official report or project report to the repository

If you want to create a record for a report that you have presented, follow the instructions in the guide above or in the  Depositing Video Guide. When you reach the Item Type stage of the process, select Report.

Reports published by UWE Bristol and ISBN numbers

Authors of reports published by the university can apply for an ISBN number. This must be applied for prior to the report being published, and you will need to give a version of the final report to the repository team for deposit with the British Library.

Book reviews, letters to journals, patents, and anything else

Book reviews

Book reviews should be added in the same way as journal articles. At the end of the Title please type [Book Review], including the square brackets to indicate to readers that this is a book review and not an article.

Letters to journals

Letters to journals should be added in the same way as journal articles. At the end of the title please add [Letter], including the square brackets, to indicate to readers that this is a letter and not an article.

Patents

If you want to create a record for a patent, follow the instructions in the video guide to depositing an item in the Repository, or the guide above. When you reach the Item Type stage of the process, select Patent.

Anything else

Please contact the research repository at eprints@uwe.ac.uk or by calling extension 86438

Or try one of these printable guides: 

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