UCD Library
Providing Research Support
Research_Online@UCD
UCD’s Open Access
Institutional Repository
Submitter’s manual
Updated: 05/07/2010
Table of Contents
Logging in & starting a submission ......................................................... 3
The progress bar ................................................................................................. 4
Inputting details of the item ........................................................................ 5
Author ...................................................................................................................... 6
Editor ........................................................................................................................ 6
Title ........................................................................................................................... 6
Other Titles ............................................................................................................ 7
Date of Publication .............................................................................................. 7
Publisher ................................................................................................................. 7
Item type ................................................................................................................ 8
Peer-review status .............................................................................................. 8
Language ................................................................................................................ 9
Sponsor or funding body requiring open access deposit ..................... 9
Other sponsor or funding body ...................................................................... 9
Keywords ................................................................................................................ 9
Abstract ................................................................................................................... 9
Journal Title, Volume, Issue, Start page, End page ............................ 10
Conference details ............................................................................................ 10
Details of larger work or publication.......................................................... 10
Series or research strand ............................................................................... 11
Link to other versions ...................................................................................... 11
Other Collections in which this item should appear ............................. 11
Special instructions........................................................................................... 12
Uploading a file .................................................................................................. 12
Cancelling and saving a submission ...................................................... 14
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Logging in & starting a submission
Please note:
By submitting your research to the institutional repository, you
indicate acceptance of the terms of our deposit agreement at
http://www.ucd.ie/library/repository/agreements.html
To log on click the My DSpace link on the left side of the
Research_Online@UCD home page http://irserver.ucd.ie/dspace/.
From your My DSpace page you can start a new submission and see the
collections you have subscribed to for alerts. Once you start submitting
items, you can use the View Accepted Submissions button to see the
items that have been processed by library staff and made public. A list of
the items you have submitted which are currently being processed by
library staff appears under the heading Submissions In Workflow Process.
To start submitting an item click Start a New Submission.
The school/research centre collections you have been assigned to during
the registration process appear in the box. Choose the collection you want
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the item you are currently submitting to appear in. If you want the item to
appear in more than one school / research centre’s collection, you can
choose the additional collection in the Other collections field later in the
process. Click Next at the end of each screen to move to the next screen.
The progress bar
The progress bar at the top of the screen indicates where you are in the
process. The name of the current screen is in solid red. As you move
through the process, the name of the screens you have completed are
bordered in red. If you wish to move to a screen, click on the relevant
screen name in the progress bar. Note that you can only jump back and
forward between the screens you have already completed. You cannot
jump forward to a new screen, which appear in grey on the progress bar.
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Inputting details of the item
You are now in the first Describe this Item screen.
Tick the “This item has more than one title” checkbox if the item has more
than one possible title, for example if there is an alternative title, a title in
another language, a shortened title or an abbreviation.
Tick the “The item consists of more than one file” if the item consists of
separate files (e.g. a word document accompanied by a pdf).
Then click the Next button.
You are now ready to enter the details of your item in the second Describe
this Item screen.
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Author
Enter the full name of the first named author on the item. Note that if the
item has an editor rather than an author, enter the name in the Editor
field.
If there is more than one author use the Add More button beside the
Author field to add more rows. Enter each name in the order in which they
appear on the item itself.
Enter in the name in the format Surname First name Middle name
For example:
Joseph Bloggs would be entered as
Author
Bloggs
Joseph
Add More
Joseph William Bloggs would be entered as
Author
Bloggs
Joseph William
Add More
Joseph Jones Bloggs would be entered as
Author
Bloggs
Joseph Jones
Add More
Joseph Jones-Bloggs would be entered as
Author
Jones-Bloggs
Joseph
Add More
If the author is an organisation, use the first input box.
For example:
Author
University College Dublin
Editor
Use to enter the names of editors rather than authors. Follow the
instructions for Author. If the item is part of a larger work (for example a
chapter in a book/report or a paper in conference proceedings) do not
enter the editors of the larger work here. Editor/author and title details of
the larger work are entered in the Details of larger work or
publication field later on.
Title
*This is a mandatory field
Enter the full title of the item in the Title field. If there is a subtitle enter a
space, a colon and a space and then the subtitle. Enter the title in
sentence case. Only capitalize the first letter of the title and any proper
names contained in the title.
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For example:
Enter the main title of the item.
* Title
The institutional repository : the UCD case study
Other Titles
Note – this field will only appear if you indicated on the first screen that
the item has more than one title.
If the item has an alternative title, a title in another language, a shortened
title or an abbreviation, enter this here. Follow the format described for
main Title.
Date of Publication
*This is a mandatory field
Enter the date the item was published.
You must enter at least a year. Enter the year in its fullest form, for
example 2007 not 07. If available, choose the month from the drop down
box and enter the day in the format DD.
For example:
* Date of Publication
Month:
February
Day:
08
Year:
2007
Conference publications: Enter the date the item was presented at the
conference or the date of the conference. If the conference covers a range
of dates, enter the first date.
Publisher
Enter the name of the publisher of the work. Where the publisher is a
subsidiary of a larger organisation (for example a department of a
university) enter name of parent body, a full stop and the name of
department e.g. University College Dublin. School of Economics.
For example:
Publisher
Elsevier
Conference publications: Enter the name of the publisher of the
conference proceedings. This will often be the organisation or society
arranging the conference.
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Item type
*This is a mandatory field.
Select the type of resource (e.g. Book, Book Chapter, Conference
Publication, Journal Article, Working Paper) by clicking on the drop down
list.
The following types of items are accepted, if written during the author or
authors’ time at UCD:
Book
A book or monograph.
Book Chapter
A part or chapter or section of a book.
Conference
publication
A contribution to a conference, workshop or other
event. Includes conference papers, conference
lectures, papers published in conference
proceedings, conference contributions, and
conference posters.
Contribution to
A contribution to a newspaper, weekly magazine or
Newspaper/Magazine another non-academic periodical.
Government
Publication
Any item published by a Government body
including monographs, papers, technical reports,
research reports and other Government
Publications.
Journal Article
A contribution to a scholarly journal, e.g. an article,
editorial, conference report, debate, letter or
response.
Patent
A patent or patent application.
Review
review of a book or article
Technical Report
A research, statistical or technical report issued by
an institution, agency, government body or other
organisation.
Working Paper
A preliminary scientific or technical paper that is
published in a series of the institution where the
research is done. Also known as research paper,
research memorandum or discussion paper.
Other
For items not covered by any of the above.
Peer-review status
*This is a mandatory field
If the item has been through a formal review process select Peer reviewed
from the drop down. If you are not sure whether or not an item was peer
reviewed, choose Not peer reviewed.
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Language
*This is a mandatory field
Select the language of the item by clicking on the list. Hold down the ‘Ctrl'
or 'Shift' key to select more than one language.
Sponsor or funding body requiring open access deposit
*This is a mandatory field
If you are required to deposit the item by one of the funding
organisation(s) in this list, please select here. Hold down the 'Ctrl' or
'Shift' key to select more than one. Choose Other if it is funded by
another organisation or Not applicable if the item is not funded by one of
the organisations in the list.
* Sponsor or
funding body
requiring
open access
deposit
Please select
Science Foundation Ireland (SFI)
Higher Education Authority (HEA)
Irish Research Council for Science, Engineering and Technology (IRCSET)
Other - please detail below
Not applicable
Other sponsor or funding body
If the item’s research has been funded or sponsored by a body other then
those in the listed in the previous field, enter in the full name of that body
in this field.
For example:
Andrew W. Mellon Foundation
Other sponsor or funding body
Keywords
*This is a mandatory field
If keywords are given on the item please enter them here. If there are no
keywords on the item enter a word or phrase to describe the subject of
the item. Be as specific as possible. A minimum of one keyword is
required. To add more than two keywords click the Add More button.
* Keywords
Climate policy
Carbon leakage
Abstract
Copy and paste, or type in an abstract if available.
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Add More
Journal Title, Volume, Issue, Start page, End page
(Journal articles only)
If the item is a journal article, enter the name of the journal in which the
article appeared. Enter the appropriate information in the Volume, Issue,
Start page, and End page fields.
Journal Title
Volume
Issue
Environmental and Resource Economics
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2
Start page
55
End page
75
Conference details
(Conference publications only)
If the item is a conference publication enter details of the nature of the
item (e.g. paper, presentation, workshop), the conference name, the
place where it was held, and the date(s) of the conference.
For example:
Workshop at the International Conference on
Autonomous Agents and MultiAgent Systems,
Budapest, May, 10–15, 2009
Conference details
Details of larger work or publication
(Items that are part of a larger work only
e.g. book chapters / report chapters / conference proceedings)
If the item is a chapter/section of a book or larger report, or a paper from
conference proceedings enter here details of the book/report/proceedings
in which the item appears.
Enter in the following format: Author’s surname, First name. Title.
For example:
Details of larger work or publication
Murphy, James. Global w arming
Or for a book / report with an editor(s):
Editor’s surname, First name (ed.). Title.
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Details of larger work or publication
Devine, T. M. (ed.). Ireland and Scotland, 1600-1850
For items with two or three authors/editors enter the surname, first name
of the first author/editor followed by the surname, first name of the
second author/editor. Then add the surname, first name of the third
author/editor if applicable.
For items with four or more authors/editors enter the name of the first
author/editor followed by et al.
Details of larger work or publication
Brew er, Ann et al. (eds.). Handbook of logistics and supply
Series or research strand
If the item is part of a series, or a specific research strand, enter the
Name of the series or research strand in the first box. Enter the Number
in the second box, if applicable.
For example:
Series Name
Series or
research
strand
Report or Paper No
Working paper series
WP06/07
Add More
Link to other versions
Enter here a link to online versions of the item, such as the version on the
publisher’s website. If available enter a DOI (digital object identifier), a
unique identifier that enables a permanent link to be created for an item.
An example of a DOI is: 10.1000/186.
Link to other versions
http://w w w .doi.org/handbook_2000/DOIHandbook-v
Add More
Link to other versions
10.1000/186
Add More
The next field on this screen can be ignored – it is for library use only and
is automatically completed by the system.
Library use only. Surname|Firstname|rolecode|DAI
Other Collections in which this item should appear
If you want the item to appear another collection in addition to the one
you are assigned to, you can choose one or more additional collections
from this list. If the collection you want is not listed, please enter it in the
Special instructions field.
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If you would like this paper to appear in additional collections, indicate here.
Hold down the 'Ctrl' or 'Shift' key to select more than one.
Agriculture, Food Science & Veterinary Medicine Research Collection
Applied Social Science Research Collection
Architecture, Landscape & Civil Engineering Research Collection
Biomolecular and Biomedical Science Research Collection
Business Research Collection
Centre for Financial Markets Working Papers
Special instructions
This field is used to pass special instructions and notes about an item to
library staff. This field can be used to indicate:
 that an item should appear in the collection of an additional school
or research centre not listed in the Other Collections field
 that a conference item has not yet been presented and should not
be made public before a given date
 any other instructions about an item for library staff
Click the Next button to go to the Upload a file screen.
Uploading a file
Click the Browse button to search for the file you wish to upload.
If you want to upload more than one file you should have clicked “The
item consists of more than one file” on the first Describe this Item screen.
Click on the first Describe in the progress bar at the top of the screen if
you want to do this at this point. Please add a brief description for each
file in File Description.
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After uploading your file, click the Next button - you are now on the File
Uploaded Sucessfully screen. If you wish to check the correct file has been
uploaded click on the file name. To change the file that has been uploaded
click on the Click here if this is the wrong file button.
Click the Next button - you are now on the Verify Submission screen.
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Here you can check the information you have entered. Please note that
you will see a full list of fields, including fields that are not available to
submitters. These can be ignored.
If you wish to make changes to a field click on the Correct one of these
button beside the relevant section and you will be brought back to that
input screen. To return to the Verify screen after making changes, click
Verify in the progress bar at the top of the screen.
Click the Next button - you are now on the Submission Complete screen
and your submission is complete. To return to your MyDSpace page click
the Go to My DSpace link or click the Collections link to return to the main
collections page. If you wish to input another item to the same collection
click the Submit to This Collection button.
Cancelling and saving a submission
If you want to save an item to work on later, you must ensure the
mandatory fields (title, date, item type, status, language, sponsor,
keywords) on the second Describe this item screen are filled in. Then click
Next and to go to the Upload screen. Important: if you do not click
through to the Upload screen the information you have inputted will be
lost. Click the Cancel/Save button at the bottom of this page, then the
Save it, I’ll work on it later button on the screen that appears. To
access the item again go to your My DSpace screen and click Open beside
the title you saved. You can then choose Edit to return to the inputting
screens, View to look at the item, or Remove to delete it.
To cancel a submission, you also have to go through to the Upload page.
Fill in the mandatory fields – as you are deleting the submission it does
not matter what information but the system will not allow you to move on
until something has been entered in the mandatory fields. Then click Next
and to go to the Upload screen. Click the Cancel/Save button at the
bottom of the screen and choose Remove the submission on the screen
that appears.
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