Frequently Asked Questions
What's the advantage of putting my research papers into USQ ePrints?
Your work will be preserved and exposed to a wide audience. Research is clearly indicating that papers freely available online are more highly cited than work available only in proprietary databases or journals. Your work will be searchable by search engines such as Google, ensuring international exposure for yourself and USQ.
You will be part of an international movement to free up publication and access to research results.
You can also find out how often your work, or that of your Department or Faculty, is accessed by others.
Do I have to put my papers into USQ ePrints?
Yes, in general, all academic staff are required by the University to enter their current research outputs into USQ ePrints. You are also encouraged to enter your earlier work into ePrints, especially if you are an ERA-eligible researcher.
ePrints data also could be a good storage location for publications in an author's e-portfolio.
What if my papers are already available on another website?
There is no need to remove your work from websites where it may already be available. However, the permanence of your work cannot be guaranteed on websites over which you have no control.
Adding your papers to USQ ePrints provides an additional access point for your work, and guarantees the preservation of that work by providing secure storage with permanent URLs. If you wish, you can include links to other websites from papers that you deposit in USQ ePrints.
What types of material must I deposit, and what types may I deposit?
USQ ePrints will archive output from the University's research and scholarly activity. Items deposited should meet acceptable standards of intellectual quality, and could include the following types of material: (items marked with an asterisk are required)
- * Articles in journals, magazines or newspapers, either preprint (pre-refereeing and publication version) or postprint (refereed, published final version)
- * Books and book chapters
- * Conference papers
- Conference poster papers
- * Dissertations forming part of a research Masters or Doctorate degree (send to the Office of Research and Higher Degrees)
- Research reports forming a substantial part of an undergraduate degree (where submission is authorised by the Dean of the Faculty)
- Reports such as technical reports or project reports
- Working papers or discussion papers
- Manuals or documentation (if displaying scholarly content)
- Enduring teaching material of a substantial nature, eg unpublished case studies, that form stand-alone pieces of scholarly value
- * Patents, published
- Unpublished manuscripts of literary work or art work if accompanied by text material
- * Inaugural lectures and Professorial lectures
- Drafts of works
- Data sets and other ancillary research material
- Other "grey" literature as determined by the USQ ePrints Management Committee.
Any queries about what constitutes "acceptable standards of intellectual quality" will be resolved by the relevant Dean or Section Head.
USQ ePrints will not contain administrative materials such as the University's Annual Report, meeting minutes, committee papers, etc.
See the USQ ePrints Collection Development Policy for more information.
Does my thesis go into USQ ePrints?
All theses listed below should be entered into USQ ePrints.
- PhD (Doctor of Philosophy)
- Doctor of Education, Doctor of Engineering, Doctor of Business Administration (if candidature began in 2008+)
- Masters (by research), including Master of Health, Master of Arts, Master of Engineering, Master of Spatial Science, Master of Business
- Doctor of Psychology
- Doctor of Business Administration (pre-2008)
If my paper hasn't yet been accepted for publication, what do I do?
A paper may be added into USQ ePrints as a "preprint" before it has been published by the journal publisher or conference organiser, if the publisher allows this. The submission will not be "approved" by the USQ ePrints Editor until it has been formally accepted by the publisher. The paper may be re-submitted when the final version etc is created.
However, if a paper is not accepted, it should not be submitted to USQ ePrints or retained in the archive.
What is a pre-print?
A preprint is an article or other piece of work that has been accepted for publication but has not yet been formally published. If a work has been submitted to a journal but has not yet been accepted, it is also technically a pre-print and may be submitted, but it will not be accepted into USQ ePrints.
What is a post-print?
A post-print is an article or other piece of work that has been published. The version that will normally be submitted will be the author's copy of the final draft, as accepted for publication following peer review and with all corrections and edits completed.
The version of the papers as published, with publisher formatting and pagination, may be deposited but will NOT usually be made publicly available because of copyright restrictions.
Who can deposit papers?
Papers can be deposited by USQ staff and approved USQ students.
In the case of student papers, USQ ePrints staff will do the actual depositing into the archive on behalf of students. Student deposits may be dissertations forming part of a coursework Masters or Doctorate degree, or published research papers arising from work conducted for a postgraduate degree or research reports forming a substantial part of an undergraduate degree (where submission is approved by the Dean of Faculty).
How do I deposit publications?
You can deposit your publications directly into ePrints. Refer to the ePrints Quick Guide to Depositing for assistance.
If you have more than 5 publications to submit to ePrints, a bulk load of documents from Scopus may be able to be carried out. Email your list of publications (with a full citation for each), your Scopus author ID, and a list of any previous affiliations to the Library ePrints team.
To deposit publications into ePrints, you first need to be registered. Please contact the USQ ePrints Editor to be registered.
If you would prefer, Faculty administrative staff may be willing or required to deposit publications.
What document formats are acceptable?
PDF is the preferred format. The following formats can also be submitted:
- Gif, JPEG, PNG
- Postscript (format will be converted by Library staff to PDF)
- .zip and .gz compressed files
- Microsoft Word (format will be converted by Library staff to PDF)
- OpenOffice format (.odt)
The USQ File Formats Guidelines includes additional information about conversion issues.
Problems with browsers?
ePrints should work fine with the Apple Safari browser and also with current versions of IE, Opera, Apple Safari and Firefox.
It will not work well with Internet Explorer (IE) browsers below IE6, so if you have an older browser and the screen formatting is bad, please upgrade your browser.
Can I completely remove papers from the archive?
Yes, if authorised by your relevant Dean, Centre Head or the Director, Officer of Research and Higher Degrees. An alternative may be to retain the metadata but remove the actual publication. Papers in USQ ePrints will be retained in the archive if the author leaves the University.
What about copyright?
Retain copyright in your papers if possible! Depositing papers into USQ ePrints does not require you to give up any of your rights as a copyright owner. For papers that have already been published, one of the following conditions must apply if you wish to deposit them:
- You must hold the copyright ; or
- Permission has been specifically obtained from the publisher ; or
- The publisher as copyright holder allows ePrints to be held in institutional repositories. The SHERPA website lists these publishers, although it is not completely comprehensive or accurate.
Many publishers require that the deposited copy is the author's final corrected copy rather than a published copy downloaded from a publisher's site.
If a publisher does not allow deposit, it is usually possible to add metadata only, or to add the published version of the work but deny access to all but repository staff for management purposes.
You are strongly recommended to read the Copyright Guide for Research Students: What you need to know about copyright before depositing your electronic thesis in an online repository. Information on the Research website will also be useful.
If you are unsure about the copyright status of your papers or have other specific copyright queries, please contact the USQ ePrints Editor at firstname.lastname@example.org
How can I find out how many times my papers are being accessed?
From the summary page of any publication, click on the Statistics for this ePrint item link. This will show total downloads, graph the monthly usage and provide a visual representation of the source of downloads.
Can I deposit my teaching and learning materials contained in USQ StudyDesk or on my own websites?
The only teaching materials to be deposited into USQ ePrints will be those of an enduring, substantial nature, representing stand-alone pieces of scholarly value, e.g. unpublished case studies. Teaching materials such as lecture notes, reading lists and multimedia resources will not be included. These should instead be deposited into eLOR (eLearning Objects Repository).
Who can I contact for more information?
Contact the USQ ePrints Editor.