UnisaIR Items Submissions Tutorial 2016 1 Unisa Institutional Repository (Unisa IR) Guidelines for Submissions http://uir.unisa.ac.za uir@unisa.ac.za © University of South Africa UnisaIR Items Submissions Tutorial 2016 2 Overview These guidelines introduce the submission function of the Unisa Institutional Repository (Unisa IR). Before submitting items to the Unisa IR you need to know what it is and how it advances research. Submissions to the Unisa IR have to comply with the scope of the database and with certain predefined standards. Therefore items need to be prepared in a specific manner. Certain submission criteria apply. You need to know what types of materials are included or excluded from the scope of the repository and these guidelines will introduce you to the scope, objectives, submission criteria, copyright and open access. Thereafter, the submission process will be introduced to you in an online practical session. The objectives of these guidelines are as follows • To explain what is meant by an institutional repository (IR); • To inform you of the benefits of the IR to scholarly authors and researchers; • To outline the scope and submission criteria of the Unisa IR; • To explain copyright and open access principles within the IR; • To provide a step-by-step guide for the submission of items to the Unisa IR. What is the Unisa IR? The Unisa IR is an open access digital repository of the research and intellectual outputs of the Unisa Community. It includes, but is not limited to, articles, working papers, research reports, speeches, conference papers, and other artefacts created by the Unisa Community. It is a publicly accessible repository (archive) where all the work published by researchers/authors affiliated with the university/academy can be posted online. It contributes to the status of the institution by displaying the intellectual output of the institution. All work is deposited in the repository by using interoperable software, which allows the works in the repositories to be searched and harvested. Such software is called Open Archives Initiative (OAI) compliant. Examples of OAI compliant software are DSpace, E-Prints, CDSware, i-Tor, and MyCoRe. What are the objectives of the Unisa IR? • Dissemination and management of Unisa research and intellectual outputs • Open access to research information • Long term digital preservation • Self-archiving of research outputs • Visibility of African scholarship worldwide. What are the benefits of the Unisa IR for research? • Increased global usage, visibility and impact of Unisa and of African scholarship; • Tool for assessment of researchers and academics and also for peer reviewing; • Self-archiving of research not published in accredited journals; • One-stop collection of Unisa’s research and intellectual production; • Sharing of knowledge internationally; • Open access to all, including those who cannot afford journal subscriptions; • Interoperability with other repositories; • Agreements with publishers; • Persistent URLs allow stable access to research information. UnisaIR Items Submissions Tutorial 2016 3 What are the submission criteria? • The work must be produced by the Unisa Community or donated to Unisa; • The work must be scholarly or research oriented; • Research articles should be peer reviewed; • The work must not be ephemeral; • The motivation for submission should be long-term preservation; • The work must be in a digital format; • The work should be complete and ready for publication; • Copyright permission for all items submitted to the Unisa IR must, where necessary, be obtained in advance. What types of material will be included? • Articles and papers published in journals; • Pre-prints and post-prints of papers published in journals; • Theses; • Books and chapters in books; • Conference papers and posters; • Working papers; • Audio-visual materials, e.g. images, sound recordings, videos; • Journals of the institution; • Research datasets; • Digital versions of artifacts and paintings. What types of material will be excluded? • Administrative material, e.g. annual reports and minutes of meetings; • Personal information; • Commercial material; • Temporary learning objects, e.g. tutorial letters, full text digital articles and digital images of a temporary nature, e.g. articles on the Library e-Reserves; • If plagiarism has been proven or copyright has been violated; • If exclusion or removal has been approved by Senate. How do copyright principles apply to the Unisa IR? • All items in the Unisa IR are subject to the South African Copyright Act No. 98 of 1978 (as amended); • Unisa is not liable for any legal action resulting from submissions that infringe on another party’s copyright; • The copyright owner must grant the right to preserve and distribute work via the Unisa IR to Unisa; • It is the responsibility of submitters to obtain distribution licenses where necessary and to familiarize themselves with the self-archiving policies of the various national and international publishers; • Where necessary, and upon request, the Unisa Library will assist submitters in the pursuit of distribution licenses. Please contact your Personal Librarian for assistance in this regard. UnisaIR Items Submissions Tutorial 2016 4 What is "open access"? Open access is the availability of peer reviewed literature on the public internet, which permits any user to read, download, copy, distribute, print, or link, with the possibility of searching for the full-texts of these articles, crawl them for indexing, pass them as data software, or use them for any other lawful purpose, without financial, legal or technical barriers other than those inseparable from gaining access to the internet itself. Characteristics of Open Access: • The publisher charges directly for the service of publication/ dissemination - Costs covered by 'article processing charge’ (APC) • No barriers to access such as subscription costs • Research immediately and permanently available via the Internet - citations • Licensed so as to allow redistribution and reuse (Creative Commons) • Archived permanently in an internationally recognized repository (e.g. PubMed Central/WDS etc) - in multiple locations to ensure long term access (DOI’s) Gold Open Access • Article processing charges for the article to be published freely available, for example BioMed Central, Springer Open, Wiley’s Open Access Journals, OASIS OpenJournals Green Open Access Self-archiving – author archive the manuscript in a repository • Post-print, pre-print or publisher’s version • Embargo period could apply How do open access principles apply to the Unisa IR? Access to the full-text of articles is subject to permission from the publisher. Access will not be provided if permission is in doubt or not available. In such cases, an abstract will be made available for external Internet searches so that maximum research visibility can be achieved. Access to the full text will be suppressed for a period if such an embargo is prescribed by the publisher or funder. Unisa strongly recommends that transfer of copyright be avoided. Researchers are encouraged to negotiate copyright terms with publishers if they do not allow archiving, reuse or sharing. This can be done by adding an author addendum (see Appendix A) to a publishing contract. UnisaIR Items Submissions Tutorial 2016 5 Authors are encouraged to publish their research articles in accredited open access journals. The Directory of Open Access Journals is an international list of open access journals The SHERPA ROMEO website can be consulted for the copyright and self-archiving policies of publishers and journals. UnisaIR Items Submissions Tutorial 2016 6 UnisaIR Items Submissions Tutorial 2016 7 Examples of Open Access Publishers of accredited journals: http://www.aosis.co.za/publishing https://www.biomedcentral.com/ http://www.scielo.org.za/ UnisaIR Items Submissions Tutorial 2016 8 How to prepare your item for submission If you are not the copyright owner, it is essential that you obtain permission to make your item available on the Unisa IR. When submitting journal articles that have been published previously, please adhere to the publishers’ policies on the SHERPA/RoMEO website at http://www.sherpa.ac.uk/romeo.php. If a publisher’s policy is not available on SHERPA RoMEO, please contact uir@unisa.ac.za for assistance. Your item should preferably be submitted in pdf. Please contact uir@unisa.ac.za if you need assistance in this regard. Adhere to formal file naming conventions, e.g. keep file names short and descriptive, use lower case, avoid spaces, and use alphabetical letters and numbers only. Once you have completed the above steps, visit the Unisa IR by going to either www.unisa.ac.za > Library > Institutional repository OR simply open your Web browser and type in http://uir.unisa.ac.za/. UnisaIR Items Submissions Tutorial 2016 9 How do I register to become a submitter? You need to register to obtain a Unisa user ID before you can submit your items. Go to the Unisa IR home page at http://uir.unisa.ac.za Click on Register under My Account and follow the link displayed in the box. Type your email address in the space provided. An email will be sent to you. Please use your Unisa email address to register. The New user registration page will open. Type your email address in the provided space for example: watkapj@unisa.ac.za. UnisaIR Items Submissions Tutorial 2016 10 Go to your email inbox and follow the steps to create your password. Then send an email to your Personal Librarian to request submission rights and indicate the collection to which you wish submit items. The Personal Librarian will forward your request to the Unisa IR Administrator. You will be informed as soon as the rights have been assigned, and you can then start submitting your items to the Unisa IR. If you are already registered, the system will warn you that your email is already in use. In this case you can just login or reset your password if you have forgotten it. By clicking on reset password an email will be sent to your email address. It will contain a link that you have to follow that will allow you to create a new password. By opening the link that was emailed to you, you will receive the next page: UnisaIR Items Submissions Tutorial 2016 11 Complete the details on the form and send an email to your Personal Librarian to request that submission rights are assigned to you. Please remember to indicate the collection that you would like to submit items to. Once you have been notified that your rights have been assigned, you are ready to start submitting to the UnisaIR. To sign on to the Unisa IR, type in your username (i.e. your email address) and your password and click on Log In. UnisaIR Items Submissions Tutorial 2016 12 How do I submit an item to the Unisa IR? Go to http://uir.unisa.ac.za and login at My Account Select the name of the collection to which you would like to submit, and click on Next. Then follow the steps described in the screens below. Be sure to be in the collection and not community. UnisaIR Items Submissions Tutorial 2016 13 Alternatively you can start a submission as follows: After logging in, go directly to submissions. Click on start a new submission. Now select a collection UnisaIR Items Submissions Tutorial 2016 14 Step 2: Describe your item Guidelines for description The information required on the following screens will depend upon the choices you made on the first screen. Use the following guidelines to describe your item: Title* Mandatory. No full stops at the end of titles. Use sentence case. Other Titles For example, translated title, alternative title. Author* No spaces between initials. Full stop after each initial. If there is more than one author, then click on Add More. Put Unknown if unknown. Advisor, Editor, Illustrator, Other Contributors Complete if applicable. Publisher Name of publisher, e.g. Unisa Press. Date of issue* Mandatory. Date of previous publication or distribution. Date of Creation Original date document, media, item, etc., was created. Citation Enter citation for previously issued instance of item according to preference given by your department e.g. Fourie, Pieter J. 2005. 'Journalism studies: The need to think about journalists’ thinking.' Ecquid Novi 26(2):142-158. Series/Report No. For example, the DVD or CD number, file name, etc. Identifier Identification numbers or codes associated with item. Type* Select the type of content you are submitting. Hold CTRL down to select more than one type if necessary. Language* Language of the main content (file) of the item. Enter the appropriate information in the provided spaces. The more complete the information the more completely your item will be indexed. Click on Next to proceed to the following screen Step 3: Describe your item UnisaIR Items Submissions Tutorial 2016 15 UnisaIR Items Submissions Tutorial 2016 16 UnisaIR Items Submissions Tutorial 2016 17 UnisaIR Items Submissions Tutorial 2016 18 UnisaIR Items Submissions Tutorial 2016 19 Guidelines for description: More Info. Available Online Complete URL from authoritive website. Subjects/ Keywords* Compulsory. Use free language terms. Start with capital. Use sentence case. Click on Add More to add more keywords. Abstract Synopsis of item in the same language as the text of the item, as well as in English if original text is in a language not internationally used. Sponsors Names of individuals/organisations that sponsored the research. Rights* Compulsory. Acknowledge other sources. If unknown, put “Unknown” or “No rights apply”. Inquiries Contact email address. Description Include more information about the item that is not provided for elsewhere. Click on Next to proceed to the following screen. UnisaIR Items Submissions Tutorial 2016 20 . UnisaIR Items Submissions Tutorial 2016 21 Step 4: Upload a file UnisaIR Items Submissions Tutorial 2016 22 The file should be in the correct format. The .pdf format is preferred as it is more suitable for preservation purposes. Browse for the file you want to attach, and add a File Description. UnisaIR Items Submissions Tutorial 2016 23 If you have selected the More than one file option on the first page, you will be prompted to add more than one file on this page. Once you have added your files, click on Next to continue. Step 5: Verify You may verify or check the details of the record on this page and make amendments if necessary. Click on Next to proceed. UnisaIR Items Submissions Tutorial 2016 24 UnisaIR Items Submissions Tutorial 2016 25 Step 6: Grant the licence Once verification has been completed, you will have to grant the publication licence to the Unisa IR. Please read the terms carefully before you proceed. Once you have granted the licence your submission is completed. Step 7: Complete Once you have completed your part of the submission process, the item will only be available once it has been reviewed and archived by the Library. ©2016 UNISA ALL RIGHTS RESERVED