Guide for ePrint depositors

To enter items into ePrints, you will need to register as an ePrints depositor via eprints@usq.edu.au. Once registered:

1. you will receive a confirmation email
2. use your UConnect username and password to login
3. review the Quick Guide for Depositors 
4. start depositing. 

Note: your Faculty or Centre Administrative staff may be able to enter items on your behalf.

Check the ePrints collection development guidelines for eligible document types. 

What type of thesis can be submitted to ePrints?

The following higher degrees by research are eligible for inclusion in USQ ePrints (following the award of the degree, and authorisation by the Office of Research and Higher Degrees):

• PhD (Doctor of Philosophy)
• Doctor of Education, Doctor of Engineering
• Masters (by research), including Master of Health, Master of Arts, Master of Engineering, Master of Spatial Science, Master of Business.

Publisher permission

At least one of the authors must be a USQ staff member, postgraduate or honours student. If the work has multiple authors, check that the other authors also approve submission into USQ ePrints. One of the following conditions must apply:

• the author must hold the copyright
• permission has been specifically obtained by the depositor from the publisher
• the publisher as copyright holder allows ePrints to be self-archived in an institutional repository.

Ensure you have reviewed the Publisher Copyright Policies and Self-Archiving. If you are unsure of the copyright status of your paper, submit it and ePrints staff will check all papers, and will request self-archiving/copyright permission on your behalf, if necessary.

PDF is the preferred format, but other eligible file formats include:

• ASCII; HTML
• Word documents (ePrints staff will convert it into PDF format)
• XML, comma-separated values
• GIF; JPEG; PNG; TIFF (all images should be optimised prior to loading into ePrints)
• Postscript; LaTex files should be saved as Postscript files that can then be converted to PDF
• zip and .gz compressed files
• AIFF; MP3
• MPEG.

If your file is not in one of these formats and you do not have access to conversion software (e.g. Adobe Acrobat) please contact eprints@usq.edu.au to discuss the feasibility of the Library converting the document for you.

There is no file size restriction; however, if your file is greater than 2MB, you may need to split files for optimal download size. Split files should be labelled clearly, and deposited along with the full file.

Naming conventions 

Please use the following naming conventions:

1. No spaces.
2. Any appropriate alpha-numeric combination.
3. The only symbols permitted are - (hyphen) or _ (underscore).
4. Create an introduction file called 01front containing your initial pages as described in the University Calendar. This file is compulsory.
5.  Create another file containing the whole of the thesis (including what is contained in the front file) and call this 02whole or alternatively break the thesis up into smaller files maintaining a relevant filename structure e.g. 01front.doc, 02chapter1.doc, 03chapter2.doc, 04bibliography.doc. Please note: numbering of files is required no matter which filename standard is adopted.

The Library will convert thesis documents into PDF. If you deposited your documents in PDF, the Library will check the documents and ensure that they meet the formatting standards. 

Document security

Please do not set any security settings on files, and especially not on PDF files. Security will be set by ePrints staff as the item is checked. The electronic version of each thesis is kept on a server at USQ and allows others to read and print only. No changes can be made to the PDF document and copying and pasting is disabled.

Your submission will form part of USQ’s publication requirements for Deparment of Education research information. 

The publication details required by the Office of Research and Higher Degrees will also be required during ePrint submission, so gather that information together with the refereeing confirmation before you begin submission.

It is possible to store partly completed information and add to or edit it later.

Each item will have a subject assigned using the Australian and New Zealand Standard Research Classification (ANZRC) Field of Research codes of the Australian Bureau of Statistics; prior to 2009, the Australian Standard Research Classification was used. 

If you have already used an ASRC classification for a grant application relating to the item, the same one should be used, in addition to the FOR code.

Review the most common bibliographic and other details required for a journal article (PDF 89KB) (details will vary according to the type of work).

ePrints staff will check your data prior to making the paper publicly available. They will:

• check the copyright status of the paper
• check the bibliographic details and other required information, such as document status, alternative location and whether the document has been refereed. USQ ePrints staff will contact you if further information is required
• convert your file, if necessary, to an acceptable format.

When these checks are complete, the work will appear in the public archive.

When you are registered, you can:

• partly complete the submission process of a document, and return at a later time to complete the submission process
• check what documents you have submitted
• print off DEST publication cover sheets for 2006-9 publications you have submitted or partly completed
• check the details that you provided in the registration process
• set up alerts to receive notification of new documents submitted in your areas of interest, and also save searches to be re-run at specified intervals.