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FAQs and Helpful Hints
General FAQ
What is UTas ePrints?
UTas ePrints is a digital respository for disseminating UTAS research publications/outputs to increase citations and to improve researcher profiles. It provides full-text access to publications by current University of Tasmania staff and graduate research students.
UTAS ePrints holds the full-text of journal articles, conference papers and proceedings, books, book chapters, theses and technical reports. Other publications may be accepted at the discretion of ePrints staff.
It is a growing collection with an aim of providing free, searchable, open access to the research output of the University of Tasmania.
Why submit to UTas ePrints?
Numerous studies have clearly demonstrated that making university’s scholarly research freely available in digital format; leads to significantly higher citation rates. EPrint archives widen the access and audience, increasing citation rates, thereby improving the university’s research impact.
These digital archives form part of a global system of distributed linked archives, and provide the foundation for a new model of scholarly publication.
EPrint archives do not replace journal subscriptions and evidence has shown that articles lodged in ePrint archives do not affect journal subscriptions.
Researchers submitting items to UTas ePrints can track and review the number of times their papers or items are viewed and downloaded. The statistics are for 12 months and are updated daily.
Who is eligible to submit to UTas Eprints?
All current University of Tasmania staff and graduate research candidates may submit eligible items to UTas ePrints. First-class Honours theses will also be accepted from University Honours students and graduates.
What items are eligible to submit?
Journal articles, conference papers and proceedings, books, book chapters and technical reports will be accepted. Initially preference will be given to peer-reviewed post-print items.
All PhD, Masters and First-class Honours theses undertaken at the University of Tasmania will be accepted.
Other item types may be accepted, at the discretion of ePrints staff, and with the approval of the appropriate Head of School.
For more information you may like to read the EPrints Collection Development Policy.
Can a researcher upload older papers to UTas Eprints?
Yes, all current University of Tasmania staff and graduate research candidates may upload their complete set of publications, regardless of where they were working at the time of publication of their items.
What type of format do you require for submission?
The following formats will be accepted – PDF, Postscript, HTML and ASCII (plain text). The corresponding file suffixes on a PC are .pdf, .ps, .htm or .html, and .txt.
How do I convert my file to PDF format?
You have two simple options:
- Usually there is someone in the School who knows how to do this and may be able to help you, perhaps using Adobe Acrobat.
- For PC users, download the free application PDFCreator from http://sourceforge.net/projects/pdfcreator/ and install it. Open your file in Word (or whatever other package you used) and select Print. You will see an extra 'printer' in the name box at the top of the print dialog called PDFCreator. Select it and click Print, following the instructions on the screen. Instead of printing you will create a PDF file on the computer. That's all, except you can now do it again whenever you like.
How can I submit an item to UTas ePrints?
The first thing you need to do is register. The steps are:
1. Register with UTas ePrints before adding any items to ePrints. There is a Register button on the front page.
2. You will receive email confirmation and a password within a day of registering. You may now submit items.
3. You may change your password for your convenience.
Submission is very easy and only takes registered users about five minutes. The very first submission may take a little longer as you learn the procedure. Steps involved:
1. Consult the FAQ and Help files if you have any questions before submitting.
2. Log into the ‘User Area’ and follow the instructions on the input pages. You will be asked to upload a pdf (or similar) copy of your item, so have this readily available on your computer before you start.
3
. Once completed your item will remain in a ‘review archive’ until checked by ePrints staff and uploaded to the publicly accessible part of the archive.
For more detailed instructions, use the ‘Help’ button on the navigation bar of ePrints.
Is there any quality control of UTas ePrints?
Registered users may upload items to UTas ePrints however the item will not be ‘live’ or publicly available until it has been checked by ePrints staff.
EPrints staff will check item type, mandatory fields, typing errors, format, version and copyright issues before the item is uploaded and becomes publicly available to browse, search, view and download.
How long does it take for an item to become publicly available on UTas ePrints?
This depends on the number of items waiting in the ‘review archive ’ to be checked, and the submitted item having no copyright issues that need further resolution.
EPrints staff will endeavour to upload items within a week of submission and will contact registered users if there is a problem with their item.
May I remove an item once it has been submitted?
Yes, an item can be removed from UTas ePrints by sending a request in writing to ePrints staff
Is there are a limit to the number of items I can submit?
No, there is no limit to the number of items a registered user may submit.
ePrints 2008 Tips and Helpful Hints
2008 ePrints Info Sheet - Questions Answered
A simple one-page document on the value and benefits of UTAS ePrints - ePrints Info Sheet
2008 ePrints Uploading Help Sheet
Six simple steps to uploading an item to UTAS ePrints - ePrints Uploading Sheet
Who can I contact in the Library for help with ePrints, citation impact data or what databases to use?
Liaison Librarians are available to help researchers how to locate, access and interpret Impact Factors for the journals in which they are publishing. They can also teach researchers about the relative ranking of a journal within a particular field, and how often a publication has been cited and how to track that publication in the future. To learn more or organise a training session on impact factors of ePrints, please contact your Liaison Librarian.
Copyright FAQ
What are the general copyright issues associated with submitting to UTas ePrints?
There are three main copyright issues involved in submitting to UTas ePrints. First, you must either hold the copyright of the material you are submitting, or you are submitting the material with permission from the copyright owner, or the copyright owner (such as a publisher) has given a licence that allows the submission of the material. Second, the material you submit will be, by default, available openly on the internet world-wide. Material you do not want out in the public arena should be sequestered using the ‘security level’ options on the document information page. By putting material in ePrints you are giving the University the right to copy, store and communicate your work. And last, authorship is an issue both from a moral rights perspective and academic one. The information you give about authorship should be accurate and comply with academic conventions and the requirements of funding bodies.
Who will check the copyright status of my item?
The Library will accept responsibility for checking the copyright status of an item once submitted and in the holding ‘buffer’. If there is a problem with copyright the registered user will be notified.
Who holds the copyright to my referred post-print paper, book or book chapter?
Traditionally, when authors have submitted an article to a journal or had a book or book chapter published, they have been required to assign copyright to the publisher. This means the author only retains any rights the publisher allows in their agreement with author (with the exception of moral rights). In recent years some publishers have only required the author to give them an exclusive licence and, in some cases a non-exclusive licence, but the predominant model is still the traditional one. However, there is a trend that even publishers who require the full assignment of copyright give back rights to the author to self-archive their works in institutional repositories such as UTas ePrints. When submitting material to publishers it is a good idea to request the right to self-archive.
Who holds the copyright in my thesis or conference paper?
Normally, the author holds copyright in a thesis. Certainly the University of Tasmania does not usually make any claims over the copyright of students’ theses. Occasionally funding bodies might require some rights over the work they have funded. Conference papers are a difficult area. Often authors retain copyright in conference papers even though the conference organisers might compile them and distribute copies. However, some major conferences publish the proceedings as a journal or a monograph and sometimes require authors to assign or exclusively licence their copyright to them.
How do I receive copyright permission to submit to UTas eprints?
If you have assigned your copyright to a publisher you usually will not have to formally request permission to submit your work to the archive. Most publishers give back a licence to archive papers – sometimes with conditions attached. If your publisher does not allow submission automatically you can request permission. A form letter is available at www.utas.edu.au/copyright/restricted.
At what stage do I submit the items to the UTas eprints?
In most cases publishers will allow only the author’s final peer-reviewed version that has been accepted for publication to be made publicly available on UTas ePrints. This means that the publisher’s pdf version is not allowed in the majority of circumstances. Please contact ePrints staff if you require further clarification or help in determining the appropriate version to upload.
Copyright for site users
All information and data (including graphics) provided in this archive is copyright material. Unless otherwise noted you are permitted to view, download and print the material for private use. Some material is communicated under specific licence conditions which must be observed. Most material, unless otherwise noted, is not copyright by the University of Tasmania but communicated under licence. Further dealing in this material might be an infringement of copyright.
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