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SOAS Research Online Deposit Guide

About SOAS Research Online

SOAS Research Online is a publicly accessible database of SOAS research publications and other research output. The repository contains:

  • Bibliographic information about SOAS publications
  • Full text research materials and other formats.

Who can add research material to the repository?

SOAS staff members may submit material to the online repository. Login is required for adding and editing materials.

What material is acceptable?

  • Any research output authored or co-authored during the course of employment at SOAS. Publications authored while at other institutions are also welcome.
  • Book, book section, article, conference paper, working paper, book review, thesis and dissertation, performance, audio visual material, dataset and exhibition.
  • SOAS Conferences
  • You may upload full text papers from conferences held at SOAS as long as the Conference was funded by SOAS or one of the major funding bodies and was organised by a member of SOAS staff. Before you upload papers a heading will need to be made for each conference so please contact the Repository Administrator with the details of the Conference before you upload materials. If you are organising a conference you should consider obtaining speakers' permissions to add the full text of their presentations/papers to SOAS Research Online. The Repository does not accept PowerPoint presentations, only full text papers.

How to deposit

  • Creating a new item
  • After logging in you will be taken to the Manage Deposits screen. From here you need to click on the "New Item" button to begin adding a new EPrint to the repository.

  • Importing Items
  • You can import item from external sources such as EndNote, BibTeX or by using the DOI (Digital Object Identifier). Do this by clicking on the "Import Item" button which locates just below the “New Item” button on the Manage Deposits screen. Select an appropriate import format from the drop down menu (see example below using a DOI), copy and paste the DOI in the box provided or browse for a file that contains the properly formatted DOI. Click “Import Items” when done, this will create a new item with essential information already filled in.

    BibTeX is a format used with the typesetting package LaTeX (mostly used in maths, computing and engineering). The easiest way to import is to select "Import more than one item", click 'Browse' and select the file. It is also possible select Import a single item/more than one item as appropriate and to cut and paste the code into the appropriate box.

  • Editing Previously Saved/Deposited Items
  • If you wish to make changes to a previously saved item you may do so by logging into the system using your username and password. Once you have logged in you will be at the "Manage deposits" page. Click on the title of the item you wish to make changes to. You should then click on the tab labelled "Edit". This will then allow you to change the details, upload more files, change the files already uploaded and the subjects that this item is associated with. The item may then be deposited or once again saved for later.

  • Selecting item type
  • The first stage of adding a new item is to select the type of document you are adding to the repository. There is a description of each type to help you if you are unsure what type of document you are depositing. After making a selection, click next to continue.

  • Uploading full text
  • Full text deposit is strongly encouraged by the School as this can increase the visibility and impact of your research and raise personal profile. Please make sure you have the right or permission from the publisher to add a copy of your paper to the repository and the correct version of paper is used. Check the SHERPA RoMEO database to find out publishers’ copyright policies and information on which version of manuscript is allowed for self-archiving. After you have selected the type of document you wish to deposit, you will reach the upload screen. From here, click the “choose file” button to browse and find the file you wish to upload. Once upload is done you will see the following screen: Click on the plus symbol to expand fields relating to the document. Here you can choose the format of the file, enter a description, choose who it is visible to (restricting access), apply a creative commons licence for the document and enter an embargo date. Once all of the information is entered, click "Next" to continue.

  • Restricting access to full text
  • If there are publishers' restrictions on the material you would like to upload, such as an embargo (see ROMEO list for publishers' policies), you can set different level of access restrictions on the material yourself. The default access is set as ‘public’ so the full text will be available to all internet users, or you can select to limit access to "authorised users" who will be SOAS staff members (authenticated by Shibboleth) or you can limit it to "repository staff only", which will be accessible to just a small number of repository administrators.

    Users who come across these restricted materials may request a copy by clicking the "Request a copy" button, an email will then be sent to the author. As an author or contact person for this material, you can decide whether to accept or decline such request by clicking on the option buttons included in the email. The system will send the response on your behalf without disclosing any personal details.

  • Entering item bibliographic details
  • There are a number of mandatory fields marked with a star and you will not be able to deposit the item without filling these in first. After filling in as many fields as you can click "Next" to move onto the next page.

  • Selecting Departments & Centres
  • From the list presented to you, you can expand the list by clicking on the plus symbol. To add a department, click the button which says "Add" next to the desired department.You can add this information to your profile (go to Profile screen à Edit profile à Under personal details, select affiliated department à Save and return) so the next time you create a new item, the system will automatically load the selected department for you.

  • Depositing item
  • Once you have completed all of the previous steps you will be ready to deposit the item into the archive. If all mandatory fields have been filled in correctly then you will be presented with a screen similar to the one shown in the screenshot.

    If you are sure that depositing the item does not breach the copyright laws as stated on this page then click the "Deposit Item Now" button to complete the deposit process. Once you have deposited the item and return to the "Manage Deposits" page, you will see that the item is now in the "Under Review" status. This means that it is being checked by an administrator of the repository before being put into the live archive. Once it enters the live archive the status of the item will change to "Live Archive".

    SOAS Research Online and SOAS staff profile page

    Once an item has been checked by the repository administrator and moved into the live archive, it will be added to your publication listing on the staff profile page within 24 hours. If an item has gone live on the repository for more than a couple of days but still missing from the staff page, please check whether -

  • the email address for SOAS author is missing or has not been entered in the proper format (use id format rather than the alias email address)
  • there is no ‘Publications’ tab available on your profile page. If this is the case, you will need to contact the web author of your department to fill in the ‘Eprints Link’ field on the Content Management System.
  • If you have checked the above but problem still persists, please email lib-eprints@soas.ac.uk for assistance.