How to deposit your research
How to add your work to the UWE Bristol Research Repository, along with item type guidance and depositing FAQs.
How to deposit
To help with uploading research outputs to the UWE Bristol Research Repository, written guidance follows below. Please see item type guidance for specific information on depositing different item types:
- Login to PIMS and go to the 'Outputs' tab.
- Click 'Add New Output' to upload a new output to PIMS and the repository.
There are four ways of uploading:
- Add by DOI – if you have the DOI of your output (usually, this will only apply to journal articles). This should autofill some of the metadata fields for you.
- Upload Output File – if you have the PDF file of your output. Select the file, file type, and output type. This should autofill some of the metadata fields for you, but results can vary.
- Add Outputs manually – manually add in the information about your output.
- Upload BibTex/RIS – if you have a BibTex file for your output. This should autofill some of the metadata fields for you. We have a guide for producing and uploading a BibTex file (PDF) that can help with this option.
However you add your new output, you will be presented with a page that requires you to fill in details about your item. Some of these may already be filled in.
Fields with an asterisk are mandatory and the system will not let you proceed until you have added in the information.
Fields to note
- Type - choose the type of output you are uploading and, where required, a sub-type as well.
- Publication Status - if your output has been accepted for publication but not yet published online use 'Accepted'. If your output has been accepted and published online use 'In Press'.
- Acceptance Date - this does not have an asterisk but is mandatory for some item types.
- Open Access - if your output has been published open access, or you are uploading the full text to the Research Repository, please select 'Yes'.
- Open Access Details - if you selected 'Yes' to the Open Access field then you are also required by Worktribe to enter information here. Please add some very brief details about how the output is open access, for example, "Published gold open access with a Creative Commons license" or "Uploaded accepted manuscript to repository".
- Open Access Type - if you selected 'Yes' to the Open Access field then you are also required by Worktribe to enter information here. Select 'Green Route' if you are uploading your output to the repository but it has not been published open access by the publisher. Select 'Gold Route' if your output has been published under a Creative Commons license by the publisher after payment of an Article Processing Charge (APC).
- Org Unit - enter your UWE Bristol department. The system does not mark this as a mandatory field, but it is required for reporting.
- Research Centres/Groups - enter your UWE Bristol research centres.
You are not required to enter information for every field but please ensure you include relevant information for your item type.
- Click 'Create Output' to proceed.
- Add any authors of the output. You can add multiple authors at once by clicking the 'Add Multiple' button, then putting in a list of authors.
For any UWE Bristol authors – add them as a linked person in the 'Linked Person' field. Start typing their name and choose them from the list when they appear. This is required for outputs to appear in the publications list of all the UWE Bristol authors on an output.
- Add any affiliations in the 'Linked Affiliations' field. Start typing the name of the institution and choose it from the list when it appears.
- Click 'Update'.
- Add any contributors to the output in the same way that you added authors. Choose their contributor role from the 'Role' list (this includes roles such as editors, rights holders, performers and translators). Do not list all the authors in this section. Authors need to be listed in the 'Authors' tab.
- Click 'Update'. This takes you to further information that needs to be added. Your output has not been deposited at this point.
- Before you can deposit you will need to address any tabs that have a red square (highlighting a field that needs to be completed). You can edit all the fields on a tab at once by clicking the blue 'Edit' button, or edit one field at a time using the pencil icon next to the field.
Worktribe requires at least one funder to be entered for every output. This is done on the 'Funders' tab. Please select your funder from the list.
If your work was not funded by an external body, use 'UWE Bristol University of the West of England'. If your work was funded by a previous institution, use 'Previous institution (please specify)' and list the institution in the 'Notes' field. If your funder is not listed, or your work was funded by any other means, use 'Other (please specify)' and provide details in the 'Notes' field.
- While not mandatory, we advise you to upload the full text of your output wherever possible. This should be the author's accepted manuscript, which is the version most often stipulated by publishers for use in repositories. To upload the full text go to the 'Files' tab and click 'Add New File'. You can click to upload a file or drag a file directly into the 'File' box. Fill in the mandatory fields and click 'Update'. For more information please see the depositing FAQs.
- Once all mandatory fields have been filled in, the 'Deposit' button will turn green and you will be able to deposit.
Please note: your output will not be deposited (or reviewed by The Repository Team) until you have completed mandatory fields and pressed the 'Deposit' button. You can confirm that your output has been deposited by checking the status, which will change from 'In Progress' to 'In Review', once it has been successfully deposited.
- Ensure you have included your department and research centres in 'Org Unit' and 'Research Centres/Groups' respectively. We will return your output to you for more information if you do not fill in these fields.
- Ensure you have uploaded a file on the 'Files' tab. In most cases, this should be the author’s accepted manuscript (unless the output is published under a Creative Commons license, in which case it can be the final published version). This is required for journal articles and some conference papers in order to be eligible for submission to REF 2021.
- Ensure you have added all UWE Bristol authors as a linked person in the 'Authors' tab.
Click 'Deposit' once you are sure you have checked all the points above. This will change the status of the output from 'In Progress' to 'In Review'. Repository staff will only review outputs when they are 'In Review'.
Please note: once you have deposited an output and the status has changed to 'In Review' you can no longer make edits to that output. You will need to send any requests for changes to The Repository Team, who will edit the record on your behalf. If you wish to return to an output and make further changes before depositing it, then do not press the 'Deposit' button.
Finding an output to continue editing it
If you have created an output but have not deposited it:
- Go to 'Assigned To Me' in the 'Outputs' tab.
- Click on the title of the output to resume editing.
- Once all edits have been made and you have filled in all the mandatory fields, click 'Deposit' to send the output to The Repository Team for review.
Item type guidance
In accordance with Research England policy for 2021 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, outputs must be deposited in the Research Repository within three months of the date of acceptance.
This applies to journal articles and conference papers that are published with an ISSN.
You are required to enter a 'Linked Journal' when uploading a journal article. If your journal is not listed, select '(00) Journal not Listed' and enter the correct name in the 'Journal' field below.
There are several options for uploading conference items. Please follow the criteria below when uploading a conference item:
- Presentation/Conference – for a paper, speech or poster that was presented at a conference but not published.
- Conference Proceeding – for conference papers that were published in official Conference Proceedings with an ISBN.
- Journal Article and the Journal Article type Conference Paper – for conference papers that were published in a journal.
When uploading the full text, please consider any images used in presentations. Ensure that you have appropriate permission from the copyright owners so that they can be reproduced online in the repository.
Book and book chapter
If you are uploading the full text of the book to the repository your publisher may only allow us make one chapter publicly available. Please leave a note for The Repository Team in the deposit message to tell them which chapter you would like to make public, if allowed by publisher archiving policies.
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 (PDF).
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.
What about personal data in my thesis?
Students are responsible for anonymising and/or removing all personal data used in their thesis. This includes both their own and participant personal information and information of any other person. Such data may include home addresses, mobile phone numbers, signatures, and email addresses. Most of this data is found in letters and documents which are included in appendices, for example, ethics confirmation letters, participant information sheets, consent forms etc.
In order to prevent this data from being made publicly available when the thesis is published on the Research Repository, please ensure that you submit all documents such as these (documents which provide information and contain personal data) in a separate appendix file when you submit your electronic thesis. The file will be kept on the thesis record (allowing it to be assessed by examiners) but not made publicly visible.
What about later versions of my thesis?
Where a previous version of your thesis exists on the repository (for example, first submission prior to viva or revised version following viva), please email the revised thesis to The Library Research Support Team at firstname.lastname@example.org and they 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 The Repository Team at email@example.com, 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 them. 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 (PDF).
Please email The Repository Team at firstname.lastname@example.org if you have any questions.
Artefacts (including images, video, audio, compositions and digital and physical artefacts)
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.
Authors of reports published by the university can apply for an ISBN number by contacting The Repository Team at email@example.com. This must be applied for prior to the report being published, and you will need to give a version of the final report toThe Repository Team for deposit with the British Library.
What research can I include in the repository?
The UWE Bristol Research Repository does not solely contain research being considered for the REF. Any relevant research you have produced can be added. It does not necessarily have to be carried out exclusively at UWE Bristol.
You will need to deposit publications in PIMS in order for them to appear in the UWE Bristol Research Repository.
What types of research output can be deposited?
All research outputs can be submitted. This includes, but is not limited to, journal articles, books, book sections, technical reports, project reports, working papers, discussion papers, conference and workshop items (including papers, posters, lectures, speeches and presentations), patents, artefacts, compositions, performances, images, videos, and audio recordings.
The only exclusion is learning objects which are housed separately in Blackboard.
To deposit a dataset, please upload it to the UWE Bristol Research Data Repository. This is a separate repository solely for datasets rather than research outputs.
What version of the full text should I deposit?
Please upload the "author's final" version. This is the version most often stipulated by publishers for use in repositories. It is the author-created version sent to the publisher post-refereeing. The publisher's PDF is unlikely to be acceptable.
If possible, please upload the item in its original format (e.g. Word). Repository staff will convert the item to PDF/A (a version of PDF suitable for long-term archiving). The original format will also be retained.
If the original format is LaTeX, please convert to PDF/A yourself (it is best done on your own computer) and provide both versions. You can convert to PDF/A using the Save As facility in Word 2007: Save As > PDF > Options > ISO 190005-1 compliant (PDF/A)
Multiple files can be associated with a single research output.
What about co-authored papers?
Co-authored papers can be deposited providing one of the authors is a UWE Bristol researcher. However, the depositing author must check with co-authors that they are happy for the item to be deposited.
Co-authors at other universities are free to deposit in their own repository as well.
If I have co-authored a paper with other UWE Bristol authors, do we all need to add this paper to the repository?
No, only one author needs to add any given item to the UWE Bristol Research Repository. Be sure to include the other author's names, and add them as a linked person, in the order they appear on the publication. You may wish to decide between you who will be responsible for uploading the item.
Can I deposit items from previous employment?
Yes, you are welcome to add research output from previous employments to the UWE Bristol Research Repository. You can upload your existing research outputs in bulk by importing a BibTex file.
Guidance on how to produce a BibTex file and how to upload it is available in a library guide.
What about copyright?
We can often make a version of the work available, even if you transferred the copyright to a publisher.
More information can be found via copyright advice.
Can I add newer versions of a paper (e.g. a conference paper that is now being published as a journal article) to the repository?
Yes, you can upload as many different versions as you like. If the new version directly supersedes an older version we can link the two together.
If you wish to do this, please email The Repository Team at firstname.lastname@example.org.
What is a DOI?
DOI stands for Digital Object Identifier.
Many journal articles are given a DOI number. DOIs can usually be found when looking at an abstract for a journal article.
A DOI number usually follow a similar format, with a number, then a slash, then some letters and numbers. For example: 10.1016/S0048-9697(02)00292-9.
DOIs can always be made into links by adding https://doi.org/ before the DOI. This link will then take you to the abstract for that article, and, if the institution you are logged into (for example UWE) has paid for access, a link to the full text. DOIs are used as links because they provide persistent identifiers, meaning the links will not break when any changes are made to Internet pages.
Can I edit my entries in the repository?
Not directly. If you want to make changes, email The Repository Team at email@example.com and we will make the changes for you.