QUT ePrints guides and FAQs
'How to' guides plus answers to some of the most frequently asked questions about the QUT ePrints.
Depositing items to QUT ePrints
Guides to depositing
- DOI import option (recommended)
- Manual 'New Item' option - Uploading to ePrints - Manual deposit (Video, 4m19s)
- Using EndNote to import multiple publications
- Using Scopus to create EndNote file, for subsequent import - QUT ePrints - Exporting citations using Scopus (Video, 1m2s)
- Depositing a creative work (PDF, 66KB)
Who can deposit?
Any QUT staff member or postgraduate student can deposit content.
What may be deposited?
Eligible item types:
- Books, book chapters, journal articles, individual conference papers, entire conference proceedings, published conference abstracts, conference posters, working papers, discussion papers, research-related reports, media articles and reference book entries and non-QUT staff theses will all be accepted.
- For peer reviewed papers, the authors accepted manuscript is required (not the publisher's PDF).
- For unpublished material, the deposit MUST include a copy of the full-text or a link to a web-site where the fulltext (or equivalent) can be accessed.
- For creative works, a digital image of the work is acceptable but should be accompanied by a statement about the research component of the work.
- At least one of the authors of the work must have a current affiliation with QUT at the time the item is deposited (not necessarily when it was published).
If you would like to deposit an item which does not fit the scope described above, please contact the ePrints Team to discuss its suitability.
Is anything unsuitable for deposit?
Yes. Some things are specifically excluded from QUT ePrints including:
- material intended for commercialisation (especially patentable information)
- material which contains confidential material
- material which, if disseminated, would infringe the copyright of another person or a legal commitment
- descriptions of unpublished papers or reports not accompanied by a full-text file or link to an accessible online source.
Which version should I deposit?
For journal articles and commercially published conference papers, the Accepted Manuscript (AAM) version should be provided. This is the author's final draft which includes changes made as a result of peer review but does not include publisher branding, hypertext mark-up and page formatting. Providing a copy of this version is a policy requirement for QUT staff and HDR students.
For books and book chapters, a scanned image of the cover, title page, contents page and first (or relevant) chapter should be provided. While this file may not be made available to the public (unless publisher permission has been obtained), the scan will be stored and made available internally for assessment purposes including ERA. The link to the publisher website in the eprint record will promote the book.
For unpublished works the final fixed form of the work should be provided. This can be text, ppt, sound, video or image file. A link to an event website which does not provide access to a full-text equivalent is NOT sufficient.
What if I don't have a digital copy?
To comply with the University Eprint Repository Policy (effective since January 2004), all QUT staff and postgraduate students should now be keeping a digital copy of the accepted version of each new journal article and conference paper. The corresponding author should be able to supply you with a copy. For books and pre-QUT publications by new academic staff, the bibliographic details plus link to the publisher's website is sufficient. Deposits will not be accepted for 'unpublished' or 'out-of-print' works unless a full-text version is provided by the author. Contact the ePrints Team for help.
What about copyright?
Copyright issues are addressed in Copyright Matters, below.
Guides to exporting sets of publication details from QUT ePrints:
- Guide to exporting records in EndNote format (PDF, 116KB)
- Guide to exporting records in BibTeX format (PDF, 118KB) - for subsequent import to ORCID
Linking eprints to QUT Academic Profile page
Guide to linking your QUT Academic Profile to your personal QUT ePrints page:
Citations, downloads and altmetrics
What are the sources of the citation data?
The citation data comes from two sources: Web of Science and Scopus .
How frequently are the citation counts updated?
Citation counts are updated monthly on a rolling basis. A batch of records are updated each day. By the end of the month, all records have been updated. To get current citation data for the publication, click on the hyper-text name of the source (e.g. Scopus, Web of Science).
Why are the Google Scholar citation counts not displayed?
Google does not allow us to pull the citation data into eprint records. However, the data is only one click away. When you click on the hypertext Google Scholar name, you will be taken to the Scholar record for that publication where the Google Scholar 'Cited by' count is available. The figure needs to be interpreted with caution as it may include reading lists, CVs, profile pages as well as cites in other peer reviewed publications.
What do the download statistics represent?
The download statistics represent the number of times the full-text version attached to the eprint record has been downloaded. Download figures are only available for eprint records that have a downloadable (i.e. open access) copy of the paper attached. The figures are updated overnight, not in real time.
What is the Altmetric Attention Score?
The Altmetric Attention Score reflects how much and what type of attention the research output has received. You can click on the Altmetric icon/score to visit the details page for the research output and see the original mentions and references that have contributed to the score. The colors of the Altmetric donut each represent a different source, which can include online news media, policy documents, Wikipedia, blogs and Twitter. The attention is not a measure of the quality of the research, or the researcher.
Readers and reproduction rights
The documents in QUT ePrints are protected by copyright and it is the copyright owners who control reproduction rights.
Readers may print and save electronic copies of whole papers for individual, non-commercial use. As with printed books and journals, attribution of authorship is essential. Any excerpts, quotations or paraphrasing should be fully referenced. The text may not be published commercially (in print or electronic form), or altered without permission of the author. Some of the documents are made available under a Creative Commons Licence which sets out the uses that may lawfully be made of the copyright material and specifies the conditions which must be complied with when it is used.
QUT ePrints metadata can be harvested by third parties for purposes related to the discovery of the archive's contents.
If you are an author, creator or copyright owner and you believe that a work available via QUT ePrints should not currently be in open access, please send details to firstname.lastname@example.org.
QUT ePrints is managed in accordance with the QUT Intellectual Property Policy and Australian Copyright Law. All reasonable care is taken to avoid copyright infringements. Formal notifications in relation to copyright infringements on the QUT network should be directed to the university's designated representative in writing.
Copyright and QUT Theses
What should you do if you discover that your work on QUT ePrints has been plagiarised? Managing plagiarism outlines steps to take in response to plagiarism of your thesis. Former QUT students, as owners of their copyright, will be responsible for these actions.
QUT authors should check that the terms of a publishing agreement are compatible with any obligations or policies which require that a version of the work is made open access within a specified timeframe.
The QUT Intellectual Property Policy specifies that any assignment of copyright in scholarly works authored by staff is subject to the University retaining a perpetual, irrevocable, non-exclusive right to use that work for teaching, for research and to disseminate a version of the work online (for non-commercial purposes) via QUT' ePrints no later than 12 months after the publication date.
The NMHRC Open Access Policy requires that an open access copy of any journal articles arising from NHMRC supported research be available via an institutional repository (eg QUT ePrints) no later than 12 months after the publication date.
The ARC Open Access Policy also requires that an open access copy of any publications arising from an ARC supported research Project must be available via an institutional repository within 12 months of the publication date. This applies to all ARC grants awarded after January 2013 and all publication formats, not just journal articles.
Where a publisher's standard agreement would prevent you from meeting a university, employer or funder obligation, it may be possible to modify the terms of the agreement by submitting an addendum.
- QUT_Addendum (PDF, 18KB) - for submitting alongside publishing agreements which are incompatible with QUT's IP Policy.
- Covering letter (PDF, 30KB) - To explain why the addendum has been submitting.
- QUT Copyright Guide - The QUT Copyright Guide is a general guide to the observance of Australian copyright law at QUT.
- QUT ePrints repository for research output - This policy applies to refereed research literature, conference proceedings, and other royalty-free research outputs created by QUT staff and higher degree research students.
- Creative Commons Australia. Explains the baseline permissions and conditions conferred by the six different CC licences.
The information provided here is intended as a general guide to QUT staff and students on the copyright issues that relate to the self-archiving of academic papers in the QUT eprint repository, QUT ePrints. While every attempt has been made to ensure the accuracy of the information, Queensland University of Technology excludes any and all liability for any errors in or omissions from the information on this web site or any third party web site assessable from this web site.
For more assistance, please contact us.