USQ ePrints Collection Development Guidelines


The purpose of USQ ePrints is to create a consolidated archive of the intellectual output of USQ researchers, scholars and other staff. The repository will ensure preservation of that output, and, by providing open access to metadata and where possible the actual publication/output, will increase awareness, use and impact of USQ output and demonstrate the quality of USQ research and scholarship. It is also the primary source of data about USQ outputs for government and other reporting purposes.

These guidelines define the scope of the archive repository content and materials that will populate it.


ePrint: An eprint is generally recognised as an electronic version of an academic or research paper. USQ ePrints has a more inclusive definition (see Types of Material section in this policy). "ePrints" is also the name of the database software used by USQ ePrints service.

Open Access: [The free availability of literature] on the public internet, permitting any users to read, download, copy, distribute, print, search, or link to the full texts of these articles, crawl them for indexing, pass them as data to 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 . . . ". [1]


This repository archives output from the University's research and scholarly activities. All material submitted, therefore, must have a relationship with USQ: that is, at least one author must be formally associated with the University as a current or previous staff member, or higher degree student. Publications reflecting research that has been conducted at USQ are also accepted, even if the author(s) are not currently formally associated with the University. Outputs are also included from adjunct staff and fourth year Engineering students.

All items should meet acceptable standards of intellectual quality. This typically would mean:

  • Scholarly work published or accepted or submitted for publication in a journal or conference proceedings, book or a book chapter; or report, or
  • Material deposited on the advice of the relevant academic authority (Faculty Dean or Head of Unit).

It is not intended to duplicate USQ official administrative collections managed under the auspices of USQ Historical Archives.

For an article to be deposited and displayed, one of the following conditions must apply:

  • The author must hold the copyright; or
  • Permission has been obtained from the publisher; or
  • The publisher as copyright holder allows the output to be held in an institutional repository.

Use and access

As metadata will be extracted from the repository for inclusion in internal reports and to meet governmental reporting requirements relating to research activities, details of all research books, chapters in research books, refereed journal articles and refereed conference presentations must be submitted, and the full text of the material must be submitted to the repository even if it will not be publicly accessible. Submission for other categories of material will be voluntary.

It is intended that as much material as legally possible will be open access, that is, available freely on the public internet without conditions or cost. If restrictions apply, the publication will not be displayed, but data may be accepted for file completeness and to fulfil reporting obligations.

Types of material

Types of material may include, but not be limited to:

  • Journal article in a journal, magazine
  • Book or book chapter
  • Report: technical report, project report
  • Working paper or discussion paper
  • Manual or documentation (if it displays scholarly content)
  • Conference paper or conference poster paper
  • Dissertation (see below)
  • Patent, published
  • Inaugural and Professorial lectures and lectures by distinguished visitors (transcripts, programs and video)
  • "Enduring" teaching material of a substantial nature, eg unpublished case study, that demonstrates scholarship or research and which forms a stand-alone piece of scholarly value
  • Data sets and other ancillary research material
  • Other types as determined by the USQ ePrints Management Committee.

For all items intended to be eligible for HERDC, accompanying documentation showing evidence of eligiblity should also be deposited. Criteria (including the definition of 'research') and types of evidence required are outlined by the Office of Research and Higher Degrees.


  • Research degree dissertations (PhD, Doctor by Publication, Masters by Research);
  • Dissertations forming substantial part of a coursework Masters or coursework Doctorate degree, where submission is agreed by the Dean of the Faculty;
  • Research reports forming a substantial part of an undergraduate degree, where submission is agreed by the Dean of the Faculty;
  • Substantial articles of a scholarly nature in refereed encyclopaedias;
  • Drafts of works, when there is substantial content in the draft that is not contained in the final version. In such cases an accompanying document outlining the changes should also be deposited
  • Conference or unpublished works that should be deposited for reporting purposes and completeness of an author's record, but may be restricted in access and hidden because they are required for subsequent publication


  • Administrative reports, such as the University Annual Report, meeting minutes, Committee papers
  • Items that have transient value, or which can be archived only for a limited period;
  • Teaching materials, although authored commercially published textbooks may be included (with sample sections deposited).
  • Material that is restricted in access by user or time or is otherwise sensitive (eg commercial-in-confidence, cultural sensitivity);
  • Unpublished manuscripts of literary work and art work, if accompanied by text material. (Note: such work should be deposited instead in the Creative Arts repository, and if so, may include successive drafts of work)
  • Newspaper articles; and
  • Unpublished patent applications.

[1] Budapest Open Access Initiative,


Version 1: 2005 (website and Policy Library); minor revision July 2009. Author: Alison Hunter
Version 2: 2011 Approved ePrints Management Committee 19/9/2011. Author: Alison Hunter