QUT ePrints Deposit Guide

Register (first time only)

From the QUT ePrints web page(http://eprints.qut.edu.au) select Register. On the "Create Account" screen,
click on the hypertext Registration Form link.

Enter your QUT email address and your QUT access username (not password).

Click on the Submit button. The QUT ePrints system will display a confirming
message and will send a message to your email account.

Some more information is required to complete the registration process. You can either click on a link
in the email that has been sent to your email account or you can proceed immediately by clicking
on the User Area button on the QUT ePrints web page.

Enter your full name and your QUT Address (eg School, Faculty etc) in the relevant boxes. The rest of the form is optional.
Click on Update Record at bottom of screen. You can now start depositing papers.

Determine if the paper is eligible

At least one of the authors must be a QUT staff member or postgraduate student.

Eligible document types include:

• Journal articles
• Conference papers
• Working papers/technical reports
• Books and book chapters*

*Access to the full-text of deposited book portions will be restricted unless the depositor indicates that they own the copyright
or the publisher has given permission for the manuscript to be made accessible.

Note: It must be the author's manuscript (preferably the final draft, as accepted for publication following peer review) that is deposited,
NOT the publisher-formatted version (exception: IEEE requires authors to use the published version).

Ensure that the details of where the paper was published (e.g. journal name/issue or conference name/location) are included on the first page of your document.

Deposit a new paper

To deposit a paper, go to User Area and select Begin a New Item.

When depositing a paper, you must provide some information about it. This will be used to construct the eprint record for the paper.

When you have entered all the required information on each screen, click on the >Next button.

Eprint Type:

Select an eprints type that best describes the paper you are depositing. Note: QUT theses should be deposited in the ADT.

Sucession/Commentary:

The Succession/Commentary page is only relevant if you are depositing another version of a paper or if you wish to link the new paper to a document already in the archive. To do this you enter the ID of the earlier paper in the box provided. If this is not relevant, just click on
>Next.

Bibliographic Information:

For some fields (i.e. boxes on the web form) you need to select an appropriate option from a pick-box. If the field is not relevant, just leave it blank. Mandatory fields are marked with a red asterisk.

If you open a copy of the paper you are depositing, you will be able to "copy & paste" information from the document into the eprint web form.

Attach a document:

Click on the Add a document to this item button. Remember that, in most cases, it should be your own final draft version, not the publisher-formatted version that is uploaded.

Document Information:

If you are uploading a file from your PC, select PDF as the "storage format" even if you are uploading an MS Word file. This step indicates the format in which the file will be stored and made available to the public. If the file uploaded is not in PDF format, it will be converted to PDF by Library staff during the submission review process.

If your document has been published on the Web in html format, select HTML as the "storage format".

The Security level indicates who should be able to access the paper. Unless you wish to restrict access to the file, select Anyone. Occasionally, the library may need to change the security level to align the access level with the publisher's stated policy on self-archiving.

Document file upload:

If you are uploading a file from your PC, use Browse to find and select the file you wish to upload. Click on the Upload File button on the left.

If your document is web-based, select Capture from a URL then enter the web address for your document in the box. This will ensure that any linked documents and images will also be gathered and stored.

Click on the "Finish" button to finish the upload procedure for this file.

Note: If there are additional files to upload for this paper (e.g. if the figures or tables are in a separate file) you must click on Finish to complete the upload procedure for the first file before you begin to upload the next file. Otherwise, the second file replaces the first.

Once there are no more files to upload, click on >Next.

Verification:

The Deposit Verification screen displays the eprint record you have created for your paper. Check the record carefully for errors. If you wish to make any alterations, use the Back button at the bottom of the screen. When you are satisfied that the record is accurate and complete, scroll down to the bottom of the screen and click on the Deposit EPrint Now button. Your eprint record will be checked and edited by Library staff and will appear on the public site within a few days.

Copyright for journal articles:

Over 90% of academic journals now routinely allow authors to self-archive a copy of the manuscript version of their papers (Note: not the publisher's PDF version). Most of the journal publishers who do not have a stated policy will give permission if asked. If you would like to know the policy of a specific publisher, go to: http://www.sherpa.ac.uk/romeo.php

Don't worry if you do not know your publisher's policy - deposit the paper anyway. The Library will always check that the publisher is not one of the few that have objected to author self-archiving (in which case, access to your manuscript version will be blocked but the freely accessible eprint record will still increase the visibility of the work).

For more information or support see the FAQ or the Contacts and Support page.