About the repository - FAQs

What do I have to do to make sure my publications are eligible for the post-2014 REF? [opens in new window]

What is the Middlesex University Research Repository?

Items that were in my work area (under "Manage deposits") have disappeared. Where are they?

What are the benefits of adding my work to the repository?

How can I add my work?

Who is eligible to add work?

Multiple Middlesex authors - does every author have to deposit a copy?

When should I add my work?

What about copyright?

Must full text be added, or just a bibliographic record?

How do I edit items already in the repository, e.g. to add full text?

May I withdraw my work from the repository?

Can I export records from the repository to use in other reports, my CV, etc.?

Contact us


See also: Repository policies



What is the Middlesex University Research Repository?

The Middlesex University Research Repository is an online "open access" archive of published research and other scholarly content produced by Middlesex University staff and researchers. Material in the archive is visible from anywhere on the internet without the need to log in. It provides a deposit service for academic staff and researchers, supported by the Repository Team within Learning and Student Support.

In October 2011 the University mandated deposit of all research items in the repository on acceptance for publication. Learning and Student Support encourages self-deposit of research, with help and support provided by the Repository Team as required.

The citation details of each item will usually include a link to an electronic copy of the full text or other electronic documentation.

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Items that were in my work area (under "Manage deposits") have disappeared. Where are they?

The repository switched to Active Directory login (Middlesex network username and password) on 1st May 2013. If you had a repository user account before this, which did not have the same username that you use to log in to the Middlesex University computer network, the system will automatically create a new account for you when you log in. Any items in your work area prior to the change will remain in your old account and therefore not be visible to you. The repository team should be able to retrieve and transfer them to your new account - please contact us at eprints{at}mdx.ac.uk .

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What are the benefits of adding my work to the repository?

  • It provides a central source for Middlesex University research and raises the profile of both individual academics and the University as a whole.

  • An open access repository of research output widens availability and results in research being more visible and accessible. This in turn increases the impact of research and results in increased citations.

  • As a central repository within the University it promotes interdisciplinary collaboration and awareness of work done in other departments and Schools.

  • Research funding agencies worldwide are making open access deposit of research outputs a condition of funding. JULIET provides a service summarising publisher policies.

  • It ensures consistent standards and copyright compliance of published material.

  • Research outputs are more likely to be retrieved with a higher ranking by search engines if they have high quality bibliographic details.

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How can I add my work?

(See also: How do I edit or remove items already in the repository, e.g. to add full text, or delete duplicates?)


To see full illustrated instructions on adding -

  • articles with DOIs (imports most details, speeding up deposit), click here (available on Middlesex internal network or VPN only).
  • all other types of work, click here (available on Middlesex internal network or VPN only).


Quick guide to adding new items: works with DOIs:

  • Log in
  • Go to Manage Deposits
  • Select DOI (via CrossRef) in the Import From menu
  • Click on Import
  • Type the DOI number into the Import Items box
  • Click on Import Items
  • If the import works (it usually does), upload full text if available, check details are correct, add any missing data, and deposit the item.
  • If the import doesn't work, utter the profanity of your choice and enter the item manually, as for works without DOIs.


Quick guide to adding new items: works without DOIs:

The process is the same whether you are depositing your own work or work by a colleague. You must ensure that the work is eligible for the repository. To be eligible work must have been accepted or published (or the degree awarded in the case of theses/context statements), not merely submitted.

1. Go to the repository home page, http://eprints.mdx.ac.uk.

2. Click on Login. Use the username and password that you use to log in to the Middlesex University computer network (NB you do not have to be on campus or connected through VPN to do this). Click on Manage deposits to go to your user workarea, the Manage deposits screen.

3. To add a new entry to the repository, click on New Item. This takes you to the Type screen. Select the appropriate item type for your work, e.g. Article for journal articles, Book Section for chapters or parts of a book, Book for a whole book, etc.

Note - all fields marked with a star in an orange circle are compulsory

Note - clicking on Next or Previous also saves your work. If you need to leave the entry unfinished and return to it later, click on Save and Return to save and exit saving all changes.

4. Click on Next. This takes you to the Details screen. If you have a copy of your work that you have permission from the publisher to place on open access, please add it here using Upload. Most journal publishers allow the Author's Accepted Manuscript - the last version sent to the journal by the author after post-peer review corrections - to be put on repositories, but not any version sent to the author by them or the published version from their website. To upload a file, click on Browse to locate it on your computer, then Open to upload the file. Then select the appropriate options in the Version and Copyright legal statement fields.

5. When you have finished uploading, or if you don't have a version you can legally upload, scroll down to complete the rest of the compulsory fields in the Details form.

6. When you have added all the compulsory data, click on Next. This takes you to the Deposit screen. Read the copyright agreement and click on Deposit Item Now to agree to the terms and deposit your item. This moves your entry to the Review section of the repository, where it will be checked by a member of the repository team and then made live, usually the next working day.

Please see Repository policies for more information on content, copyright, and withdrawal.


Quick guide to adding items: conferences:

1. Go to the repository home page, http://eprints.mdx.ac.uk.

2. Log in

3. Go to Manage Deposits

4. Select Conference or workshop item regardless of whether your item will be published in a journal special issue or conference proceedings book

5. Click Show Optional Fields at the top of the page to see additional fields including abstract. Tip: useful information includes title, presentation type, event details and a link to the conference website

6. Add the Author Accepted Manuscript where permitted

7. Finish filling in the compulsory fields/sections (denoted by a white star in an orange circle)

8. Click on Next

9. This takes you to the Deposit screen. Read the copyright agreement and click on Deposit Item Now to agree to the terms and deposit your item. This moves your item to the Review section of the Repository where it will be check by a member of the team and then made live.

Please see Repository policies for more information on content, copyright, and withdrawal.

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Who is eligible to add work?

  • The repository is for Middlesex University employees to deposit their work. Thus PhD students not employed by the university may not deposit their work on the repository, unless it is co-authored by their supervisor or other member of Middlesex University staff. Work that is co-authored by a staff member should be submitted by the staff member. Where a student is employed as an hourly paid lecturer this will be on a nil-hours contract, and not treated as employees for repository purposes. Likewise visiting professors and staff on hourly paid contracts are not eligible to add their work.

  • Co-authored papers may be included as long as one of the authors is employed by Middlesex University.

  • Papers written by staff currently at Middlesex but whilst working at another institution should also be included as this will help staff to provide a comprehensive listing of their research.

  • When staff leave Middlesex University their research will be retained within the Repository.

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I have co-authored a paper with other Middlesex academics. Does every Middlesex author have to deposit a copy of the paper in the repository?

No. Irrespective of how many of a work's authors are employed by Middlesex University, only one entry is required for any work under both the HEFCE policy for the post-2014 REF, for which the end date is expected to be 2021, and the Middlesex University Open Access policy. It doesn't matter which author deposits the work as long as there is one record in the repository, with the appropriate legal full text file as applicable. Click here (MDX login required) to see what action is needed to meet HEFCE and Middlesex policies.

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When should I add my work?

Early deposit helps to maximise impact, and, for journal articles and conference proceedings with ISSNs, we would prefer to receive authors' accepted manuscripts of papers as soon as they are accepted for publication. This will also ensure post-2014 REF eligibility for these media types (Click here to see REF checklist (MDX login required). Items whose publication is pending will be marked "in press" - please inform us when they are published, and give final details, e.g. title as published and pagination, so that we can add these to the record.

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What about copyright?

Depositing your work in the repository

Placing a description of a piece of work in the repository (record listing title, author, topic, publisher, date, etc.) does not generally require copyright holders’ permission, but published full text items and some abstracts are protected by at least the author’s and publisher’s copyright. Several types of copyright may subsist in artworks, motion pictures, etc., such as performance and distribution rights. The Repository Team needs to be certain when a full text paper or other work is deposited in the repository that all relevant copyright owners have given their permission for it to be placed on open access. Authors should check before adding full text or artworks to a repository record that they have the required permissions (Sherpa-Romeo is the best resource for journal publishers' rules on repository use; for other media it is usually necessary to check with the publisher directly), and the Repository Team will check all deposited works to ensure that they are not in breach of copyright. Works deposited in breach of copyright will not be added to the repository, and any found to have been added in error will be removed.

Using work deposited in the repository: re-use policy

The repository is an open access database and users are encouraged to use its content freely for educational study and research. However all items placed in the repository are protected by copyright law, and unless otherwise stated on the web pages associated with the documents, standard terms of use apply - click here for details.

Please see copyright and re-use in Repository policies for full details.

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Must full text be added, or just a bibliographic record?

Full text is recommended but not compulsory. Full text should be deposited with the bibliographic record whenever possible, but please only deposit full text if you know that you have the publisher’s permission to do so - see copyright and re-use in Repository policies for details.

The full text of theses or context statements by students obtaining doctorates from Middlesex University will be deposited in the repository unless they have completed and signed the exception form and this has also been signed by their supervisor. Students may not self-deposit. Their work must be submitted to the Repository Team with the necessary documentation by the Research Office.

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How do I edit or remove items already in the repository, e.g. to add full text, or delete duplicates?

(See also: How do I add my work?)

You need to get in touch with the team via email.

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May I withdraw my work from the Repository?

Under certain circumstances a full text item attached to a record may be withdrawn from the repository. See Repository policies for more information.

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Can I export records from the Repository to use in other reports, my CV etc?

Yes. You can export from the brief display, but not the full record. Use the browse or search facilities in the repository to find the article or articles that you wish to export. Do not open the article (i.e. don’t click on the title). Above the list of results is an Export button with a drop down menu. Select the required format for export from the menu, and click on Export.

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Contacts


Repository Team:

eprints{at}mdx.ac.uk


Jenny Evans, Research Information Manager:

J.M.Evans{at}mdx.ac.uk

020 8411 4745


Matthew Lawson, Head of Library and Learner Development and Deputy Director, LRS:

M.Lawson{at}mdx.ac.uk

020 8411 4126