How to submit papers to Research Repository UCD

Contents

How do I log in?

Log in directly to the RMS Profiles system. Use your UCD email address as your user name and your UCD staff number as the password if this is the first time you have done this. You will be prompted to change your password the first time you log in this way.

If you have trouble logging in to RMS Profiles with either method, contact rmssupport@ucd.ie.

How do I upload my papers?

A guide and short video are available to help you upload papers to Research Repository UCD:

Instructions for uploading documents via the RMS

Video, how to upload items to RRU

Please contact research.repository@ucd.ie if you have questions about uploading.

Please note that this system is designed for submitting individual items. If a research group, cluster or School wishes to submit a publication series, e.g., working or technical papers, please contact research.repository@ucd.ie to discuss your requirements.

To upload 50 or more items in bulk, please see the section below.

What can I submit?

We accept the final accepted peer-reviewed drafts (or final drafts where not peer-reviewed) of the following:

  • Journal articles
  • Conference publications
  • Book chapters
  • Technical reports
  • Working papers
  • Government publications written by UCD authors
  • Patents
  • Reviews
  • Scholarly contributions to newspaper/magazine

We prefer PDF versions of papers rather than other formats. When saving Word documents as PDFs, please do NOT password protect.

At this time we are not able to accept theses, Powerpoint presentation slides (although if you deem these to be scholarly please submit in PDF format without password protection), or teaching and learning materials.

Please note: we consider copying the text from the published version and saving it as a Word or PDF document to be reverse engineering. We cannot and do not endorse reverse engineering as it would be in breach of publishers' policies. While it may not reproduce the publisher's layout, copyediting, proofreading and other publisher-owned content may be inadvertently included. Publishers' policies are quite specific in that the version allowed must be the author's final draft version.

What happens after I submit my papers?

The Library will check your publisher's policy regarding uploading papers to Research Repository. We will contact you in cases where a different version of your paper or similar amendments are required by your publisher.

Under normal circumstances, we process items in the order in which they were received. During busy months when backlogs accrue, we prioritise the most recently published papers.

Bulk uploads

If you have a large number of papers and would like to upload them in bulk, please contact research.repository@ucd.ie. This process can be acomplished more quickly than uploading individual items, and your focus shifts from uploading papers to collecting the papers.

Bulk uploads are available to Schools, Research Centres and Institutes, cross-disciplinary groups and individual researchers.

You must have collected the full texts (PDFs) of at minimum 50 final, peer reviewed authors' drafts of the item types listed above to qualify for a bulk upload.

Once you have collected the papers, you will need to list the items in a template spreadsheet. This consists of simply listing the file name and the DOI for each paper. A free and easy-to-use tool for looking up DOIs en masse is available here -- simply cut and paste all citations into a box and DOIs will be returned. If the paper does not have a DOI, you will need to list citation details in the template.

We accept materials for bulk upload between 1 April and 31 July. This allows our staff to process items before busier periods in the academic term.

Do feel free to contact us outside of these times to discuss and prepare for the upload, as collecting papers from staff can take time.

Research Repository staff will guide you through each stage of the process.

Link to RRU bulk upload Excel template Download the bulk upload template spreadsheet here

Comparison of bulk and individual uploading

The process for individual uploads is briefly as follows:

  • Collect the final drafts, enter full citation data and upload individually via the RMS. This can be centralised (administrator) or distributed (individual authors).

The bulk upload process is:

  • Collect the final drafts, enter DOIs and filenames into a template spreadsheet and send to RRU for a bulk import.

Once submitted, both options require processing by the Library. Choosing to bulk upload shifts the majority of data entry work from the submitter to the Library, allowing the submitter to concentrate effort on collecting final drafts. This means more full-text papers get sourced with less work on the part of the submitter. It does not mean that the overall process is faster, but some 'economies of scale' are achieved on both sides by processing in bulk.

For both methods the Library undertakes the following processing:

  • Checks if the paper uploaded corresponds to the citation data supplied (Is it the right PDF?)
  • Checks the version of the paper (Is it the right version and does the publisher allow this?)
  • Adds information required by many publishers (e.g. the copyright holder, a set statement referring to the policy and a link to the published version)
  • Contacts the publisher to request permission if policy is not explicit (20% of submissions)
  • Standardises the authors’ names -- important for indexing; also improves accuracy of citation counting when using Google Scholar/Publish or Perish

For bulk imports the Library undertakes the following additional processing:

  • Downloads and merges the citation data based on DOIs supplied
  • Requests and merges RMS IDs from UCD Research in order to link papers back to the RMS publication list
  • Converts the citation metadata into XML, packages with the corresponding PDF and imports into the Repository

The economies of scale achieved during the bulk import process include:

  • Publishers' policies are checked in blocks, rather than one paper at a time
  • Authors' names are standardised in blocks, and only the first three are standardised and imported.
  • In the 20% of cases where we are required to contact the publishers, we do so, requesting permission to host the paper, but we do not wait for a response. We will take an item down immediately if we are later told that we do not have permission. This typically applies to conferences and small publishers whose policies are not explicit.

Take down policy

If a publisher or author has copyright concerns for any item, we request that they please email research.repository@ucd.ie and the item will be withdrawn immediately. The author or person responsible for submiting the article will be contacted within one business day.