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.
  • all other types of work, click here.

Summary of the process for 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 Upload 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. 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.

5. When you have finished uploading, or if you don't have a version you can legally upload, click on Next. This takes you to the Details screen. Include as many details about the work as you can. Please include a summary of the item in the Abstract field, and add a link to an online version of the item, if there is one, in the Official URL field.

6. When you have added all the compulsory data, and any other useful information such as abstract, or volume/issue/pages for journal articles, click on Next. This takes you to the Permissions granted by publisher field. If you have specific permission from a publisher to place full text on open access, state that permission here. Otherwise this field may be left blank.

7. When finished 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, so there will be a short delay before you can find it on the internet.

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 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, we would prefer to receive papers as soon as they are accepted for publication. 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?

It 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?)

After records have been uploaded to the live Repository they can only be directly edited or deleted by Repository staff, but you can create a copy and edit that, and request removal of duplicates or ineligible items.

NB If you did not deposit the item you want to edit, you will need to have it transferred to your name - contact eprints[at]mdx.ac.uk to request this change.

  1. To create a copy of the item for editing and deposit, use the following procedure:

    • Log in to the repository.
    • In Manage Deposits, ensure that the box to the left of the words Live Archive is ticked. Your deposited work will then be listed on the screen. Items in the live archive (public area) have a green background; in review, grey; in your user workarea, beige.
    • When you have found the item you want to copy in the list, click on the icon of a magnifying glass over a piece of paper to the right of the item details.
    • Click on the Actions tab.
    • Click on the Create a Copy button.
    • Click on the Details tab.
    • Click on the Edit Item buttons for the page you want to edit: to upload full text, click on Edit Item in the grey bar labelled Upload; to edit the citation, click on Edit Item in the grey bay labelled Details.
    • Make the required changes, and when finished click on Deposit, then on Deposit Item Now. The new entry will be flagged up as a duplicate record and repository staff will remove the earlier version.

  2. Removal of duplicates. These should be flagged to repository staff automatically by the software, but this doesn't always work. To request removal of a duplicate or any other repository entry:

    • Log in to the repository.
    • In Manage Deposits, ensure that the box to the left of the words "Live Archive" is ticked. Your deposited work will then be listed on the screen. Items in the live archive (public area) have a green background.
    • When you have found in the list the item you want to delete, click on the View Item icon (magnifying glass over a piece of paper) to the right of the item details.
    • Click on the Actions tab.
    • Click on the Request Deletion button.
    • In the draft request that appears, click on "Click here to provide a reason for this action", and then type your reason in the box that opens, e.g. "Duplicate entry".
    • Click on the Send button. This emails your request to the repository team, who will action it and confirm, or request further information.

  3. If you are not able to follow this procedure, send an email to the Repository Team - eprints[at]mdx.ac.uk - identifying the item you want to have changed and specifying the changes you would like to have made. If you want to add full text, attach it to the 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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Repository Team:

eprints [at] mdx.ac.uk

Aran Lewis, Senior Cataloguer and Repository Manager:

A.Lewis [at] mdx.ac.uk

020 8411 2115

Jenny Evans, Research Data Manager:

J.M.Evans [at] mdx.ac.uk

020 8411 4745

Matthew Lawson, Assistant Director, Library and Learner Development, Learning and Student Support:

M.Lawson [at] mdx.ac.uk

020 8411 4126

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