To comply with the University's Policy on the Publication of Research, and the open access policy for the next REF, York authors must deposit in an open access repository the author accepted manuscript (also known as the post-print) of all journal articles and conference papers accepted for publication as soon as possible after acceptance and no later than three months after this date.
Where possible, authors are also encouraged to deposit copies of other published research outputs.
Research students and staff who do not have access to PURE (for example staff on teaching-only contracts) can deposit copies of their research outputs directly to White Rose Research Online.
1. Ensure that you have the correct version of your output to hand. For journal articles or conference papers this should be the author accepted manuscript: see Open Access and the next REF - Version for deposit.
2. Log in to PURE.
3. Click on the green Add new button to create a new record. This will open a new 'Choose submission' window.
4. Select the publication type to open the appropriate template. For example, select 'Article' for a journal article or 'Conference contribution' for a conference paper published in a proceedings.
5. Add as many details about the paper as possible. Mandatory fields are marked with a red asterisk.
5a. In the section 'Type' select either Peer-reviewed or Not peer-reviewed.
5b. In the section 'Publication state' choose Accepted/In Press from the drop-down menu and enter the date of acceptance for your paper. Enter the complete date, including month and day.
Note: Date of acceptance; this is the point at which the article has passed review, all academically-necessary changes have been made (if applicable), and the paper is ready to be taken forward to publication. The date recorded should be the date on the email or correspondence from the publisher confirming acceptance.
5c. In the section 'Publication information' enter the title of your paper. Enter the working title if this is all you have.
5d. In the section 'Authors and affiliations' your name will be added automatically. As a minimum, you should add the first lead author (if it is not you) and all University of York authors to the record. To do this, click on the Add person... button.
Enter the author's name and select from the suggestions listed, or create an external person.
5e. In the section 'Journal' click on the Add journal... button.
Enter the name of the journal and select from the suggestions listed, or create a new journal title.
6. Upload the document itself, your author accepted manuscript, to the record.
6a. In the section 'Electronic version(s), and related files and links' click the Add electronic version (file, DOI, or link)... button. This will open a new 'Choose type' window. Select Upload an electronic version.
6b. Under 'File' either drag-and-drop from a folder or click browse to choose the document for deposit.
6c. Under 'Document version' select Accepted author manuscript from the drop-down menu.
6d. Under 'Public access to file' select Open from the drop-down menu. Selecting Open will mean that Library staff will check publisher permissions and set the appropriate embargo period. Documents will not be made open access until permissions checking is completed and any embargo period has expired.
Note: Embargoed/Restricted/Closed should not normally be selected. If special circumstances apply, please use the "Comment to status change:" box or the History and comments option (both in the left-hand menu) to record these.
Click on the Create button to save the document you have uploaded and the information chosen.
6e. Click the Accept licenses button.
7. If the output came in part from one or more funded projects you must link the record to its associated project(s). In the section 'Relations' use the Projects option to add projects to the record.
8. Check that the 'Status' at the bottom of the record is set as Entry completed by User and click on the Save button.
When your document is deposited, information about the output will appear on the York Research Database but the document itself will not initially be publicly available. The Library will check whether the document can be made open access and whether an embargo period is required. As soon as it is possible to make your document open access it will become available for download on the York Research Database and the White Rose Research Online repository.
9. It is very important that you update the PURE record after publication. The publication date is used by Library staff to set the embargo period.
9a. Open the appropriate record in PURE and in the section 'Publication state' click on the Add publication status and date... button.
9b. Choose either E-pub ahead of print or Published from the drop-down menu and enter the date of publication.
9c. Remember to Save the record after you have updated it.
1. Ensure that you have the correct version of your output to hand. For journal articles or conference papers this should usually be the accepted manuscript: see Open Access and the next REF - Version for deposit.
2. Go to the White Rose Research Online website.
3. If you have not previously created an account for White Rose Research Online, click on Create Account in the Admin menu at the bottom of the page.
You will be asked to give your name, institution, and email address and to choose a username and password. Once the form is completed, copy the displayed text in the 'reCAPTCHA' box (this is to avoid automated creation of accounts) and click Register.
When you have created an account you will be sent a confirmation email with a link to activate your password.
4. Once you have a White Rose Research Online you can click on Login in the Admin menu at the bottom of the page to log in to your account. When you log in you will be taken to your 'user area'.
If you leave the user area at any time you can return by clicking the ‘Go to User Area’ link at the top right of the screen. If this is not visible it means you are logged out and will have to log in again.
5. To deposit a new item, in the user area make sure you are on the ‘Manage deposits’ screen by selecting Manage deposits from the menu on the left of the screen.
Click on the New Item button to create a new repository record.
6. You will be taken to the Item Type tab. From the options given select the type of item you are depositing and click Next >.
7. You will move along to the next tab - Upload file(s). Click Choose File to upload the file(s) that you want to deposit. If an output is in more than one part (such as chapters) or there is a separate file containing supporting information, multiple files can be uploaded to the same record. White Rose Research Online supports a variety of file types but we recommend PDF files where possible.
8. Once you have uploaded files, an icon for each file uploaded will appear below the upload box. Click Show options (to the right of the file icon) to add further details about the document you have uploaded.
From the Content menu select the version of the file deposited (for example, accepted version) - this makes it easier for users to understand what it is they are downloading.
If you know that an embargo applies to the document (for example as set by the publisher) then this can be set using the Visible to and Embargo expiry date options. However, if you leave the Visible to option set as ‘Available to all’ the Library will check the publisher’s archiving policies and set an embargo if required. The file will not be made public until this check has been done.
One you have finished, click Update Metadata to save your settings, followed by Next > to move to the next tab.
9. Continue to move through the tabs filling in the information about your publication as requested and clicking Next > at the end of each page to move foward. It is not necessary to complete all the fields, just fill in as much information as you can. Mandatory fields are marked with a star.
10. Once you have completed all the information pages you will reach the final Deposit page. You will be asked to accept the deposit licence which gives the University and White Rose Research Online permission to store and provide access to the uploaded document. You are not asked to assign copyright in the document to either the University or to White Rose Research Online.
To accept the licence and complete the deposit click Deposit Item Now.
Once your document has been deposited information about the output will appear on White Rose Research Online, but the document itself will not initially be publicly available. The Library will check whether the document can be made open access and whether an embargo period is required. As soon as it is possible to make your document open access it will become available for public download. If there are any issues with the deposit you will be contacted by email.