It is essential to establish who owns the copyright before adding items to the UWE Bristol Research Repository. The library research support team will always check this before making a research output openly available on the repository.
Who owns the copyright?
You own it
If you own the copyright, you will retain ownership of the material. By agreeing to the deposit agreement when depositing your research you are confirming that you are the owner of the work, and giving UWE Bristol rights to make this work available on the UWE Bristol Research Repository. You retain control over your work and can publish it or use it in teaching. Library staff will check the copyright conditions on all items you deposit before they are made live, and contact you with any queries.
The publisher owns it
If you have assigned copyright to a publisher, most will allow you to deposit the 'author's final version' in a repository. This is the author-created version sent to the publisher post-refereeing. Repository staff will check journal publishers' policies using the SHERPA RoMEO service and will consult you if there are difficulties.
Someone else owns it
For other types of output, permission may need to be sought from the copyright holder. Use the Notes field (under Details) to give any necessary additional explanation when uploading your work to the repository. Repository staff will consult you if there are difficulties.
The notes on who owns the copyright provide further information.
What if we're challenged?
We maintain a take-down policy. If we are challenged at any point we will immediately remove the item in question from the repository. We will then investigate the query and act upon it accordingly. The deposit can be reinstated in the future if this is appropriate.
When should I deposit?
You should be wary of depositing items before they have been accepted for publication as publishers may regard this as pre-publication, and there are concerns that the anonymity of peer review could be compromised.
If the item is going to be published, you should deposit as soon as it has been accepted for publication. Provided the publisher allows deposit at this stage (more details in the who owns the copyright notes) your output will become visible, and get cited, more quickly than it would if you await formal publication.
Sometimes the publisher sets an embargo period (often 12 months) before the item can be made publicly available. This does not prevent you from depositing the 'author's final' version immediately. The Repository has an embargo facility which will restrict access until the embargo period has passed.
Which version should I deposit?
In the case of book chapters and journal articles, the version most often stipulated by publishers for use in a repository is the "author's final" or "accepted" version (sometimes known as a "post-print") which is the author-created version sent to the publisher post-refereeing. Occasionally, the "submitted" version (sometimes known as a "pre-print") is required. In the case of journal articles, you can check the publisher's policy using the SHERPA RoMEO service.
Care is needed in depositing early versions (before submission or acceptance for publication) as publishers may regard this as pre-publication, and there are concerns that the anonymity of peer review could be compromised.
Proof copies are unlikely to be acceptable as the publisher's copy-editing, typesetting and logo are involved.
If you do not have the ideal version please provide whatever version you can (specifying which version it is). Repository staff will check the copyright position before moving the item to the live repository and will contact you if there are difficulties.
Can access to certain items be restricted if required?
Yes, access to an item can be restricted to members of the University if required. You may wish to restrict access if the item is commercially sensitive or covered by technology transfer regulations.
There is also an embargo facility. Some publishers set an embargo period (typically 12 months) before an item can be made publicly available.
What happens if I leave UWE Bristol?
The items you have provided will remain in the Repository indefinitely. If you move to another university, we can provide copies for their repository.
Can I delay adding my work to the Repository until publication?
In order to comply with REF 2021, journal articles and conference papers with an ISSN need to be uploaded within three months of acceptance. However, you do not have to add the full text of sensitive research to the repository before it is published. It is possible to add only the bibliographic details of a piece of work which is about to be published. The Repository Team can then add the full text in at a later date, once your research has been published.