Author FAQ

Information for Faculty and other UF Researchers

Does my publication and/or data belong in the IR@UF?
All scholarly works, including articles (pre-prints, post-prints, or published articles as permitted by the publishing agreement), books, book chapters, and conference presentations, data sets, digital research files, and more are all welcome in the IR@UF.  The materials you provide are linked to your name and reputation, so we expect that you will use this resource responsibly.

Why should I submit my material if it is already published in a journal or book?
By contributing your research to the IR@UF, you are taking advantage of a service provided to all members of the University of Florida community.  We archive, host, and maintain your material, keeping it accessible regardless of changes within your department, college, or career path.  As budget cuts affect library purchasing power in all areas and the costs of journal subscriptions rise, posting your materials in the IR@UF insures that your research will be available to your peers at all institutions and in any sector.

How do I find the copyright status of my publications?
Your unpublished works remain under your copyright, and many publishers allow authors to retain rights to deposit pre-print versions of articles and other versions within certain limits. An article pre-print is the copy of an article that you first submitted to a journal for publication, before any editing comments have been sent back to you about it. The post-print is the version that you finally submit to the publisher for publication, after you have incorporated changes suggested/required by the journal editors/peer reviewers.

SHERPA/ROMEO summarizes for you what rights different journals grant you with regards to contributing your pre-print, post-print or the final published version to an institutional repository like the IR@UF.  For information about retaining your rights, see the Author Rights Initiative at the Scholarly Publishing & Academic Resources Coalition (SPARC) website.

Why participate in the IR@UF?
The IR@UF shares your research openly with scholars around the world while also providing long-term digital preservation. And by being compliant with repository "harvesting" standards, it allows the citations and links to your work to be found using the rapidly growing search tools that provide cross-repository search interfaces for scholars and other users.  It also provides a permanent archive for preservation, independent of the publishers.

My publications are already on my website, my lab’s, or my center’s website. Why should I deposit them in the IR@UF?
The IR@UF is a central, visible location and is optimized for traditional library searches and for general search engines to ensure materials can be found. All materials in the IR@UF are supported for long-term digital preservation. Additionally, the UF Libraries provide reference support for the materials in the IR@UF and conduct outreach and promotion for the IR@UF which further supports and promotes your materials.

What do the monthly usage report emails "Usage statistics for your materials" include?
For all contributors, monthly usage reports are sent out and these reports include: total number of views for all of your items, number of views for all of your items in the past month, details for your top 10 items, and a link to view usage statistics for all of your submitted items. To see the usage statistics for all of your items, you can login to myUFDC and select "View usage for my items" from the main menu.

Who can see the publications in the IR@UF?
Like all items in the University of Florida Digital Collections, publications in the IR@UF are visible to all users around the world, regardless of affiliation.  Your material can be found via UFDC search, library catalog search, Google, and other search engines.  Our consistent stable links to your materials are ideal for your website, CV, tenure packet, or other promotional materials.

How do I participate in the IR@UF?
The IR@UF uses the Gatorlink username/password system. Login with your usual Gatorlink username/password, and then load new items and manage loaded items.  If you do not have a Gatorlink account, you may contact us to acquire a guest account.

What types of files can I upload?

  • Adobe PDF
  • Text files (.xml, .txt, .html)
  • MS PowerPoint files (.ppt)
  • Audio (.wav, .mp3, .wma)
  • Video (.avi, .mpg, .wmv)
  • Many others: As a general rule, platform independent, vendor independent, nonproprietary, stable, open and well supported formats can be readily accepted and preserved. File format support and confidence level for preservation are explained in this printable chart (and this longer online-only table).

Why do only some items have thumbnail images?
Thumbnail images are not required and are there, when possible, to support user ease when searching and browsing. The IR@UF automatically creates thumbnail images from self-submitted files whenever possible. The automatic conversion is done for image files, PDF files, and items that can be automatically converted to PDF. The automatic conversion is done as an ongoing scheduled task and it may take a few minutes for the thumbnail to appear for a newly submitted item. For items with files where the automatic conversion to a thumbnail image is not possible (as with audio and video files), the items will appear without a thumbnail.

Is there a limit on file size?
There is not an overall limit on file size or on the number of items you can deposit. Through the web interface, you can deposit individual files of up to 2GB. Files this size may still fail to load because of issues loading through a web interface. For larger files, please use the UF File-Express File Sharing Service (up to 5GB) or please contact us to arrange for transfer and loading.

File Naming Conventions
Files names should not include spaces, punctuation marks, or special characters.

What rights can I grant to others through the IR@UF?
IR@UF, you're granting permissions to the IR@UF to display and archive your materials. You're also assuring others that they can use the materials within the limits of fair use. To further foster use of your materials, you can assign specific rights to your work, including Creative Commons Licenses, Copyleft, the MIT License, or others. In submitting your materials to the IR@UF, you are agreeing to a grant of permissions that prohibits use of the digitized versions for commercial use or profit unless you specifically grant rights for those uses in the rights field for the item. This is the standard permissions form (in print).

Can I make changes to my material in the IR@UF after submitting them?
Yes and no.  You submit the information about your publication, and once it is uploaded, you can immediately change the information in the citation or change it any time you are logged in to myUFDC.  The material itself is not to be changed unless you accidentally uploaded the wrong file, in which case, please contact us to amend the problem.  Later editions may be added as separate, new items, but the IR@UF is intended for final products, not works in progress.

Can I remove my submission from the IR@UF?
It is possible to remove material, but this must be done by the IR@UF administrators to ensure that no valid data is lost in the process and that permanent links are correctly redirected for users.  If you would like to have your material removed, please contact us.

Can someone submit materials on my behalf?
The submission process includes granting permissions, creating metadata, and loading files. While the rights holder may designate another to create metadata and load files, the rights holder must first complete a printed grant of permissions for those materials.

How can I find out more information?
Contact the Institutional Repository Coordinator in the Digital Library Center using the "Contact Us" link below.


IR@UF POLICIES

  1. Submitters:
    Items may be deposited by faculty and staff of the institution, or their delegated agents, and related researchers.
  2. Copyright:
    1. Digital files submitted to the IR@UF should be free of copyright restrictions. Submission indicates that the creator grants to the Digital Library Center on behalf of the University of Florida non-exclusive internet distribution rights and the right to archive and preserve the files submitted.
    2. Authors may only submit their own work for archiving, and authors retain full copyright of their submissions.
    3. Items should be submitted after embargo periods have expired.
    4. Authors/depositors are responsible for assuring submittal does not abrogate any applicable copyright restrictions.
    5. Authored texts may be unpublished, or pre-prints, post-prints, or published versions depending on the copyright restrictions of the publisher.
  3. Preservation:
    Items submitted will be retained indefinitely, archived according to current best practice, and digitally archived with the Florida Digital Archive. The IR@UF will try to ensure continued usability and accessibility and will migrate items to new formats as necessary.
  4. Administrative Withdrawal of Submitted Materials:
    Acceptable reasons for administrative removal of materials include: proven copyright violation or plagiarism, legal requirements and proven violations, National Security, or falsified research. Any instances of these will be reviewed according to the University of Florida policies and procedures

RSS Feed for New Items

Stay up-to-date on new items added to the IR@UF with the new item RSS feed here.

 


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