Open Access Support for University of Nottingham Authors

Introduction | RCUK & Open Access | Open Access FAQ | Using a Repository | Help

Using a Repository

Depositing in Repositories

There is no charge for using institutional repositories. The process of deposition typically takes about 10 minutes and consists of filling in a web-based form with details about the article; then attaching a pdf copy (or similar), and then submitting it to the repository administrator. Repositories, including Nottingham ePrints have help-systems and guidance: Information Services staff can offer personal assistance for the first few times you deposit. The process is quick and simple and will mean that the article is then available world-wide to a vastly increased readership.

Be sure when writing an article to keep an electronic copy of the final version, after all the changes due to peer-review have been integrated in the text. Publishers sometimes refuse permission for authors to use the version which have been typeset, but allow authors to use their own final version, even though the content of the article is exactly the same. If you no longer have your own copy, then sometimes your editor might be able to supply you with a copy of what you sent them. However, it is always easier to keep your own copy of your final version.

Which Repository?

For University of Nottingham staff and postgraduate students, the first place to go is Nottingham ePrints. The repository takes in items from any discipline at the University. The registration process to become a depositor is straightforward and the submission process is designed to allow academics to archive their own work. It is generally a simple process and should take no more than 10 minutes with familiarity. Like other IT systems, when coming to it for the first time the process might take slightly longer; but the input form is straight forward and online assistance is available.

Funders may have requirements for research to be deposited in a particular repository: some subject-based repositories have been set up for this purpose. For example, the MRC requires that authors deposit work in PubMed Central. You can use a service called JULIET to see if a funder requires a particular repository to be used. Alternatively, contact your Library Faculty Team. If you deposit your eprint into Nottingham ePrints and tell us about it, we will make sure that it is also deposited in the right place.

Remember, other researchers will find the eprint irrespective of which repository holds it - the place you store the eprint is not necessarily the way that people will use to find the eprint.

What to do next

To deposit your work

If you would like to make your work Open Access, then first check any publishing agreement that you have signed to make sure that you have the right to archive your work. You can check publishers' standard agreements through using the RoMEO site, hosted here at the University.

Next, either use the publishers' pdf version of your article if your publisher allows this (see RoMEO), or create your own pdf file from your final manuscript version. Guidance is available for this process.

Then, go to the Nottingham ePrints site and register as a depositor. Follow the Deposit Guide on the site and submit your work. It should then become live in the repository the next working day, wherever possible.

More information about Open Access is available from:

SHERPA - a service of the University of Nottingham's Centre for Research Communication.

University of Nottingham researchers can also find further information from Research Innovation Services.


For further advice or assistance please contact your Library Faculty Team.