ePrints Repository

The University of Huddersfield ePrints Repository was the electronic archive of University’s research outputs from 2007 until 2017.

In December 2017, Pure became the University’s research repository for Academic staff and from September 2022 research outputs (including PhD theses) by Postgraduate researchers will also be added to PURE.

Outputs from other University staff can still be added to ePrints.

Adding research output to the University of Huddersfield Repository

Q1. Why should I put my research output into the repository?
Q2. What if I already have a list of my publications on a website?
Q3. How easy is it for me to add papers to the repository?
Q4. How do I register and obtain a password?
Q5. What does my repository account allow me to do?
Q6. What if I've forgotten my username and password?
Q7. What can I upload to the repository?
Q8. Which version should I use?
Q9. Is the repository capable of handling special text characters?
Q10. What can I do if I don't have time to add papers to the repository myself?
Q11. My work has been accepted for publication but has not appeared in print yet – can I upload it?
Q12. I've noticed an error in my repository entry. Can I correct it?
Q13. Who can I contact for help?

Copyright and negotiations with publishers

Q1. If I put my article in the repository, will I be breaking copyright?
Q2. How can I check who owns the copyright on my refereed paper?
Q3. What should academics do if their publisher won't allow them to retain copyright, or to self-archive?
Q4. Which publishers already allow retention of copyright?
Q5. What can I do to retain rights over my own work?
Q6. If we own the copyright won't we be liable if anyone tried to sue us over our paper?
Q7. If we own the copyright won't we be beset with people asking for copyright to use the paper?
Q8. I don't have a copy of my paper, can I scan it from the printed journal?

Finding self-archived research articles

Q1. Who can access works in the repository?
Q2. How will people find my work?
Q3. What's the relationship between my personal web site and the papers on the repository?

Preservation

Q1. Will my articles be available permanently on this repository?

Adding research output to the University of Huddersfield Repository

Q1. Why should I put my research output into the repository?

Two common misconceptions of open access are that repositories will be used instead of publishing in journals and that repository material will bypass peer review.

Altbach, Philip G., Hidden cost of open access. Times Higher Education, 5 June 2008

However, the primary goal of the open access movement is free online access to peer reviewed journal articles. This is achieved when one, or both, of the following conditions are met:

• All users have free, permanent access to research, and licence to use, copy or distribute that research

or that:

• Research is deposited in electronic form, into an established repository. (Budapest Open Access Initiative, 2002)

The Repository does not 'publish' academic work in the same way as an academic journal. Instead researchers are encouraged to self-archive their work by depositing it into the repository once published in the traditional way.

If material is confidential or sensitive, then it is not put it into a repository, in the same way that it would not be published in a journal.

There are many benefits to submitting your work into an institutional repository:

• allows academics to disseminate and re-use their own work
• Research has shown that papers which are freely accessible are cited more readily, "online articles are more highly cited because of easier availability". Lawrence, Nature (2001) 411:521
• allows wide and rapid dissemination
• access barriers for researchers are removed
• all repositories are cross-searchable as one virtual repository, which facilitates collaboration on research activity and scholarly communication http://www.opendoar.org/
• structured environment allows targeted searches
• this repository is indexed by Google and Google Scholar
• provide a showcase for an author's, school's or institution's output
• raises individual researcher and University profile
• personal article download statistics are available
• mechanism for reporting, recording and auditing intellectual output
• complements - does not replace - existing publishing processes
• funders, such as the Wellcome Trust, are increasingly mandating the deposit of research in repositories

Q2. What if I already have a list of my publications on a website?

Many academics already include either publication lists or, in some cases, links to full text of articles from their individual web sites. The repository enhances this type of activity by

• providing a long-term store for articles,
• making articles more visible to the outside world by conforming to the Open Access Initiative Protocol for metadata Harvesting (OAI-PMH)
• offering you the opportunity to link to the full text of your article from any publication list you have on your own web pages.

In addition, the Repository Team will make sure that material held within the repository conforms fully to publisher permissions.

Q3. How easy is it for me to add papers to the repository?

You can do this yourself if you wish. Choose "User area" from the left hand menu, input your University network username and password and choose "Begin a New Item". You are guided through a series of input screens.

Please note, your article does not go "live" until is has been submitted to the repository's waiting area where all the necessary publishers' permissions will be checked by the Repository Team.

Q4. How do I register and obtain a password?

As a researcher or member of staff at the University of Huddersfield you can deposit your research output to the repository in the 'User Area' (see menu at left). You will need to log in using your University username and password.

Q5. What does my repository account allow me to do?

It will allow you to self-deposit, see the progress of your deposits and see a summary of what you have added to the repository. If an administrator has made deposits on your behalf only they will be able to see their status. Alternatively, you can see everything you have in the repository by performing a search on your name.

Q6. What if I've forgotten my username and password?

University of Huddersfield users should contact staff.it.support@hud.ac.uk. Other users should click here.

Q7. What can I upload to the repository?

You can upload research materials in any format compatible with a PC or Mac that:

• Have been published whilst working for the University of Huddersfield, e.g. research conducted by staff and students at the University listed in the annual research reports.
• Have been published in a peer-reviewed journal or have been accepted for publication in a peer-reviewed journal
• Have copyright clearance

Q8. Which version should I use?

The University of Huddersfield Repository intends to follow the guidelines laid out by the Version Identification Framework.

At present the repository is concerned with peer-reviewed and published material. That is the:

• Accepted Version. The author-created version that incorporates referee comments and is the accepted for publication version

Or the

• Published Version. The publisher-created published version

As the service progresses it may be possible to deposit pre-peer review early versions of your work, such as the draft or submitted versions of the manuscript.

All deposited material is subject to following Copyright policies of the related publishers.

Q9. Is the repository capable of handling special text characters?

Work containing scientific and mathematical symbols, as well as non-English accented and other individual characters should present no problems for the repository, particularly if it is submitted in PDF format. Consideration will be given as to how well the repository works with non-Latin scripts (Hebrew, Cyrillic, Arabic, etc.) in case of any requirement for the inclusion of research output containing such text.

Q10. What can I do if I don't have time to add papers to the repository myself?

No problem, the Repository Team will be happy to do this on your behalf. Please send details of your work:

• author(s)
• title
• title of journal
• year
• volume
• page numbers (if known)

If possible, please attach your own copy of the article. Also note, if you send the formatted version of your article as produced by the publisher, you may not always be able to use this in the repository. It may be necessary to upload your own version of the article (i.e. your final copy submitted for publication). If in doubt, please contact the Repository Team.

Non-text outputs in electronic format for inclusion in the repository are welcome.

Q11. My work has been accepted for publication but has not appeared in print yet – can I upload it?

Yes, so long as it has been through the peer-review process and so long as your publisher agrees. In the "Status" field, please indicate that the paper is "In Press". If you have uploaded the paper yourself, once your paper has been published, it is possible to edit the relevant record to show that your article is now published (and add any further details such as pagination). However, if the article was uploaded on your behalf by the Repository Team, please email us with details of any change in status.

Q12. I've noticed an error in my repository entry. Can I correct it?

Once it is finally deposited, you cannot change your repository entry. However, the Repository Team usually can, so get in touch with us.

Q13. Who can I contact for help?

For help on any aspect of the repository, please contact the Repository Team.

Copyright and negotiations with publishers

Q1. If I put my article in the repository, will I be breaking copyright?

The answer to this question depends on the copyright agreement you signed when you published your paper.

Many publishers allow authors to post a copy of their research output onto an institutional web site. Sometimes it is possible to use the publisher's formatted version (often a PDF file); sometimes the publisher does not allow posting of their formatted version of the paper but the author may post his/her own version of the article.

Some publishers do not allow authors to post a copy of their article onto an institutional web site - to do so would be to breach your copyright agreement.

Those publishers who allow published material to be placed in the repository will usually require a copyright statement to be visible in the repository entry.

Q2. How can I check who owns the copyright on my refereed paper?

• It should be helpful to read the copyright agreement you signed when you published your paper.
• If you do not have a copy of the agreement or if the agreement does not address the question of self-archiving, you may find it helpful to check the RoMEO database. RoMEO lists copyright and self-archiving policies for a number of publishers - it is a good place to start though not 100% comprehensive in its coverage of journal publishers. Note also that the situation regarding publisher policies can change.
• The publisher's own website may give information on self-archiving permissions for authors.
• If you are unsure of the copyright position, contact the Repository Team for assistance. In some cases it will be necessary to seek archiving permission directly from the publisher concerned.

Q3. What should academics do if their publisher won't allow them to retain copyright, or to self-archive?

Many publishers will be willing to discuss copyright agreements with authors, and may be willing to give self-archiving permission if approached directly. The Repository Team can write to publishers on your behalf to ask for permission to deposit specific articles in the repository. We hope that the repeated pressure of authors asking for better terms will help publishers to move forward in this area.

Be aware, though, that even when copyright is not retained by the author, most publishers allow their authors to self-archive.

Q4. Which publishers already allow retention of copyright?

Nature is one significant title which has adopted a "license to publish" allowing authors to retain copyright. The RoMEO database has a listing of publishers with links to their copyright policies and indications of their policies on author self-archiving of pre-prints and/or post-prints.

Q5. What can I do to retain rights over my own work?

The rights you retain depend on the nature of the agreement you sign with your publisher. If you wish to retain over your work and are unhappy with your publisher's proposed terms and conditions, it's possible to suggest amendments to your publisher. One way to do this is by using the SPARC Author's Addendum: this can be used to amend the form the publisher asks you to sign. In this way, you can retain the right to make your article available in the repository.

Q6. If we own the copyright won't we be liable if anyone tried to sue us over our paper?

There is a confusion between copyright and legal liability. Whether the University, the publisher, or the author owns the copyright, the author is still responsible if there is misleading information in the paper.

Q7. If we own the copyright won't we be beset with people asking for copyright to use the paper?

There are at least two solutions to this potential problem. The author's contract with the publisher may licence the publisher to grant further licences for use of the material, or see Creative Commons for a radical new approach: you issue a blanket licence for certain categories of use of the work.

Q8. I don't have a copy of my paper, can I scan it from the printed journal?

You will need to ensure that any self-archiving permission from your publisher allows you to scan the work. If in doubt, check with the publisher direct. Alternatively, if the publisher allows you to deposit the author version, then you can scan this and send it to the Repository Team.

Finding self-archived research articles

Q1. Who can access works in the repository?

Anyone with access to the internet. However, whilst we intend to adhere as closely as possible to the spirit of Open Access, some material may have limited access arrangements due to conditions imposed by those funding the research or where content is adjudged to be commercially sensitive.

Q2. How will people find my work?

There are a number of potential routes:

• by searching the repository
• through specialist search services that harvest OAI-PMH compliant databases (e.g. OAIster from University of Michigan and ARC from Old Dominion University.)
• through conventional search engines such as Google, Google Scholar and Yahoo
• through a link from your own web page

Q3. What's the relationship between my personal web site and the papers on the repository?

You may wish to add a link to the full text of your article from your own or departmental web page(s). If you already have links to full-text articles from your own web page, you may wish to upload the papers to the repository instead. Some of the advantages in doing this are:

• your paper may become more visible through internet search engines such as Google - hits on the repository are likely to be placed higher up the list of search results than a link from your personal web page, thus making your research more visible to the outside world
• your paper can be retrieved through specialist search services (see How will people find my work)
• the repository takes over the responsibility for preserving your article and will continue to maintain your article should you move institution

Preservation

Q1. Will my articles be available permanently on this repository?

The long term aim of the repository is to address digital preservation to ensure permanent access to all hosted papers. We are currently investigating PDFA format to ensure longer term preservation aims are met.

Acknowledgement

The University of Huddersfield, Computing & Library services acknowledges the FAQ section of the White Rose Consortium's repository service as the basis for these FAQs.