KU ScholarWorks

Depositing Your Work

What kinds of materials can I deposit?
I have a large number of previously published articles that I wish to contribute. Can you help?
Is special software required to upload files?
Is there a limit on file size?
Is there a total limit on the number of files I may deposit, or the overall size of a collection?
Can I delete a file after depositing it?
Can I still link to my papers from my own web site?
Can I deposit multiple related files in a single item record?
Can I deposit the same item into multiple collections?
What do I have to do to deposit my work?
May I deposit copies of published articles?
What is metadata and why is it important?
What descriptive information, or metadata, do I need to provide about the work when I deposit it?

Can I just send my paper to KU ScholarWorks staff and have you upload it?


What kinds of materials can I deposit?
KU ScholarWorks supports a wide variety of content types and file formats. Suggested materials for deposit include datasets, working papers, technical reports, audio and video files, other supplementary research material that cannot generally be included in print journals, along with pre-prints and published papers, if the publisher grants permission. We have some general guidelines to help determine if a work is appropriate for KU ScholarWorks:

  • The work must be created or sponsored by KU-affiliated faculty or staff, or by KU academic or research units.
  • The work should be of a scholarly nature.
  • The work should be completed and ready for distribution.
Each KU ScholarWorks Community may set its own policies regarding the specific content and submission processes for that Community.


I have a large number of previously published articles that I wish to contribute. Can you help?
KU ScholarWorks is designed to be a self-archiving system. That is to say, individual authors or communties bear the responsibility for depositing items. However, in some cases, Information Services staff can assist with requesting copyright permissions and scanning the offprints into PDF. Contact us at: kuscholarworks@ku.edu


Is special software required to upload files?
No: the system uses standard web browsers; PC, Mac, and UNIX platforms are supported.

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Is there a limit on file size?
In theory, the system can handle any size file, but in practice there may be certain limitations affected by bandwidth and network limitations. Web-based submission should be fine for files up to 300MB. For files larger than 300MB (such as very large data sets or large audio or video files), please contact KU ScholarWorks staff and we can load those files separately.


Is there a total limit on the number of files I may deposit, or the overall size of a collection?
No. There is no limit on the number of items an individual or Community can submit to KU ScholarWorks, and there are no limits placed on the size of communities or collections.


Can I delete a file after depositing it?
Because KU ScholarWorks is intended to provide for long-term, permanent access to scholarly work, we strongly discourage removal of content from the system, and individual users are not authorized to remove items directly. However, individual Communities may set policies regarding the conditions under which files will be authorized for deletion, and there may be other circumstances in which it is necessary to remove an item. In such cases, please contact KU ScholarWorks staff and we will take the appropriate action.

The permanent URL of any withdrawn item will contain a "tombstone," a note indicating that the item has been withdrawn from view.The item will normally still exist in our database but will not be made available for viewing, downloading or searching. The item's metadata will not be viewable, nor made available to search engines.


Can I still link to my papers from my own web site?
Yes. KU ScholarWorks can relieve you of maintenance chores for your files but you can still link to individual papers in KU ScholarWorks from your personal or department web site.

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Can I deposit multiple related files in a single item record?
Yes, a single item can contain multiple files so that all related material can be bundled together.


Can I deposit the same item into multiple collections?
Items can exist in multiple collections, but your collection administrator or KU ScholarWorks staff must do this by "mapping" an item already existing in one collection into another collection. If there is an item you think belongs in more than one collection, please contact your collection administrator or KU ScholarWorks staff.


What do I have to do to deposit my work?
First, you must be a member of a KU ScholarWorks community. If your academic department or school has a community in KU ScholarWorks you can log in using your KU Online ID and begin submitting items immediately.

If you do not see your academic unit in the list of KU ScholarWorks communities, please contact KU ScholarWorks staff at kuscholarworks@ku.edu.

If you are affiliated with more than one unit on campus, such as an academic department and a research center, you may need to be authorized before you can submit to both communities.

For more information on the actual steps of submitting a file into the system, please see Preparing Files For Deposit.


May I deposit copies of published articles?
Yes, but your copyright transfer form must allow you to do so, or the publisher must grant permission. Please see our Copyright FAQ and our Tips and Tools for Working With Publishers for more information and guidance on how to obtain permission to deposit previously published work.

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What is metadata and why is it important?
Metadata is cataloging information: title, author, citation information, subject keywords, etc. KU ScholarWorks creates a metadata record for every submission. These records are available to search engines, and are distributed to other libraries and research centers to add to their catalogs. KU ScholarWorks uses a metadata format called the Dublin Core Library Application Profile (DC-Lib). More information about the Dublin Core is available at http://dublincore.org.


What descriptive information, or metadata, do I need to provide about the work when I deposit it?
At a minimum, each item deposited must have a title and date, but much more information can be included, and we encourage you to describe the work as completely as possible. Some reasons to provide a good description of your work are:

  • To aid in the retrieval process
  • To act as a surrogate for the item (for instance, metadata harvesting for another system)
  • For use in later products (for instance, a bibliography in a particular discipline).

A full list of available metadata fields is located from http://www2.ku.edu /~scholar/docs/metadata.shtml.

If you indicate your work is previously published, you will be prompted to enter citation information as part of the submission process. You can use any citation format you wish, but be sure to include enough information that someone could locate the referenced version. For journal articles, include the journal title, volume and issue numbers, date, and paging. For book chapters, include authors' names, the book title, place of publication, publisher name, date, and pagination. Include a URL for items published on a Web site (such as a personal page or electronic journal). Each community or collection can have a customized submission process in which particular fields are required, or in which a standard metadata template is attached to each item. This can save time and ensure consistency when many items will be deposited that share much of the same metadata. If you would like to customize a community or collection's metadata template, please contact KU ScholarWorks at kuscholarworks@ku.edu.


Can I just send my paper to KU ScholarWorks staff and have you upload it?
KU ScholarWorks is designed to be a self-archiving system. That is to say, individual authors or communties bear the responsibility for depositing items. However, in some cases, Information Services staff can assist with requesting copyright permissions and scanning the offprints into PDF. Contact us at: kuscholarworks@ku.edu


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