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Submission User Guide > Research guidelines

Before submitting material to the repository, make sure you are properly prepared according to the instructions given in the Preparing to submit section. In case you submit more than one file make sure that all accompanying material is saved in a zip file to be uploaded.

Note! When your work is created by more than one author, one copy should be submitted to the repository only. It is up to authors to decide who will do the submission.

Log in & Submission entry

To submit your work in the IHU repository you first need to log in with your institutional account. Your institutional account is the one you use when accessing your institutional email. Place your user name in the IHU Account field and your password as shown in the image below and then click the Log in button.If you don’t have an institutional account please contact the IT Department.

Connect to IHU Open Access Repository

You are now logged in the homepage. Click on “Submit your Work” or “Submit now”.

Submit your work button Submit your work button

Now you have to select the collection to which you will submit your work. Select from the drop down menu according to the type of the material you will submit and click the Next button.

Item submission

Describing your work

Now it’s time to start describing your material. Make sure you provide as much information for your work as possible. The more information you provide the more visible your work becomes. You will notice that, in this stage, you are asked to fill in quite a few data. Before entering any information make sure you have read the definition of each field provided right exactly after the field name, like shown in the image below and you have consulted the information of the table that follows.

Describe title

The table includes the definition of the fields to be filled out as well as guidelines for the information to be provided in each field. Please make sure you provide information for all fields described in this table.

Note that, within the submission form:

  1. Your work will be called as “item”.
  2. Fields marked with an asterisk are obligatory.
  3. The language of each field is set up to English as shown in the image above. You should change this setting,only if you will be filling in information in other language.
  4. The description pages provide fields according to the material type(aka item type) you select to submit.

As said before, the more information you provide the more visible your work is. So, before continuing to this step by step submission guidance, we kindly ask you to fill in the following fields howsoever. The table below will help you find out what each field is about and remind you that they all need to be filled out.

Field definition and fill in guidelines table.

Field name Field definition + fill in guidelines
Item type * The type of your work.

Select one of the available from the drop down list.
Title * The title of your work.

Type the title of your work.
Secondary title Secondary or supplementary title of your work, if any.
Creator name * Your last and first names.

If you have more than one place one next to the other. Last name example: Castro Robles | First name example: Carlos Federico Press the add button to add more authors, if any.
Creator identifier Some unique identifier.

Select the type of the identifier you will provide from the drop-down list and then provide your identification. Be sure to provide accurate information.
Example: if you select email, provide your email address. If you select URI, provide e.g. the URL of your personal webpage.
Subject In this field you need to provide some keywords that best describe the topic of your work.

Use the add button to add more than one keyword. We recommend you to fill in up to 5 keywords.
Spatial coverage

(you may not fill in this field in case it doesn’t correspond to your work) Spatial characteristics of the intellectual content of the resource, if any.
Spatial characteristics may include geographic names, latitude/longitude, or other established georeferenced values. For example, if your work is a case about Greece you will fill in “Greece”. Other examples would be:
Spatial="Chicago, Ill."
Spatial="Lat: 44 00 00 S Long: 068 00 00 W Name: Patagonia"
Spatial="Upstate New York"
Temporal coverage

(you may not fill in this field in case it doesn’t correspond to your work)
Temporal characteristics of the intellectual content of the resource, if any.

Temporal characteristics include those aspects of time that relate to the intellectual content of a resource and not its lifecycle. Examples might include a resource describing some aspect of the 19th century but itself created this year. Here are some more examples:
Temporal="Jurassic Period"
Temporal="Twentieth Century"
Contributor name

(you may not fill in this field in case it doesn’t correspond to your work)
The name(s) of the people / organisations that had some contribution to the content of your work. Usually, those acknowledged in a research work.

Use the add button to add more contributors
Date available * The date of your work submission to the repository.
Language * The language in which your work is written.
Access rights * Here you have a few options about the access you allow to the full text of your work.

Select any of the options offered in the drop down list, preferably the available to all option.
Also, access embargo periods are set in this field.

(you can skip this field if you have too much information to fill out)
The described resource references, cites, or otherwise points to the referenced resource.

Provide the references of your work.
Is referenced by

(you can skip this field if you have too much information to fill out)
The described resource is referenced, cited, or otherwise pointed to by the referenced resource.

Provide the citations your work has received.
Institution and School/Department * The School and programme you belong to. Selection from list.
You can select more than one (if this is your case) by pressing the Ctrl button and simultaneously clicking the option you want from the list.
Publication date * Refers to the date you first published your work.
Abstract The abstract / executive summary of your work.
Table of contents The table of contents of your work, if any.
Sponsor The name of thesponsor of your work, if any. Examples include: scholarships, research funders etc.
Publisher The name of the publisher of your work.
Full text availability * Indicate if the full text of the item is available or not. Please check out the SHERPA/RoMEO list for a synopsis of the rights provided to the publisher via the copyright process.
Bibliographic citation * The way you want your work to be cited by others.
License * Refers to the Creative Commons open licenses.

You can select any of the Creative Commons open licenses. Please make sure you have a thorough understanding of the license you select before finally assign it to your work.

Tip: Check the copyright agreement you have signed with your publisher to see what rights you have. For forthcoming publications we recommend you use the SPARC Author addendum. Also, consult the SHERPA/RoMEO to find out if your publisher has gone open access. Most publishers have indeed.
Source code license Use this field only if you upload source code material. If not, leave it blank.

Selection of the main GNU licenses for source code material.
Select one of the GNU licenses from list. In case you choose “other” from the list you must identify the license in the next field, “Other source code license”.
Other source code license Use this field only if you upload source code material and have not selected some GNU license previously. Otherwise leave it blank.

Declaration of a license for source code material other than those appearing in in the “Source code license” field. To use this field means you have selected “other” in the previous one (“Source code license”).
Fill in the source code license of your preference. Make sure you provide a URL of the license as well.

Important notice: The fields presented so far are common for all item types. Depending on the item type you select you have to fill in some more fields that appear in each item type.

Additional fields according to item type selection:

For journal publications you will also need to fill in the following:

Journal name * The name of the journal
Journal type The type of the journal. Selection from list.

For conference publicationsyou will also need to fill in the following:

Conference name * Provide the name of the conference.
Conference item type * Select from list the type of your conference work.

For books you will also need to fill in the following:

Book edition The edition of the book, e.g. 1st , 2nd etc.
Number of pages The number of pages of the book.
Book series The series to which the book you submit belongs, if any.

For book chapters you will also need to fill in the following:

Book name Provide the name of the book

For reports you will also need to fill in the following:

Is related to Fill in any information that relates the report you are submitting with any other resource. E.g. the research programme for which it is created.

You will notice that besides the fields described in the above tables there are more within the submission form. Ignore them and proceed to the completion only of the fields you were asked to fill in previously. The other fields may refer to encoded bibliographic information and/or reflect other types of work.

Note! If you are not sure about what to fill in, or you need to look up something better, use the “previous” button to go back to previous pages of the submission form, or the “Save and exit” button to save your submission so far, exit the repository system and come back later to continue. In case of the latter, next time you log in go to Profile > My account > Submissions. From there you can see all your pending submissions, select the one you would like to continue with and click on it to open and start editing it.

Use these buttons in any step of the submission process every time you consider it necessary.

Once you have finished with the description of your thesis click on the “next” button to proceed.

Upload your file(s)

Now you need to upload the file(s) of your work.

Click the “choose file” button and select the file from the dialog box that your computer opens. Then, click the “upload file & add another” in case you have more files to upload or “next” to continue to the next submission step.

Review submission

In case you haven’t done it so far, now, it’s a good opportunity to check if everything you inserted in each field is indeed correct. You will notice that information is divided in three tables that allow you to make alterations in an organized manner. So, after revising the information you provided so far and need to proceed to corrections click the “correct one of these” button to make changes. You will be then transferred to the respective page of the submission form in order to make your changes.

After you finish your submission review click either the next button as many times as required until you reach the review step, or click the “review” button located on the top of the page you are viewing. Look at the image below to understand how these buttons allow you to browse the submission pages. Each button takes you to the respective page. Sure you have noticed you have two “Describe” buttons.These refer to the two description pages you used to describe your work. Each button is activated only if you have visited the page it represents and have filled out information before.

Once you have reviewed your submission you need to allow the library to publish your work to the repository. In this step you grant the library the distribution license for this purpose. Just tick the box on the bottom of the page, as shown in the image below, and then click the “complete submission” button to complete your submission.

Distribution license

For more information on this license go to Policies > Licensing.

By clicking the “complete submission” you complete your submission and the following message appears on your screen. Please read it carefully, as it briefly explains that this is not the final submission of your work and a review is pending. So, what happens next?

Submission complete

What happens next?

After completing the submission process the Library is notified by email that a new submission has been made and proceeds to the metadata editing, that is thefinal control of the information submitted and the input of specific bibliographic information. In the event of corrections or clarifications needed you will be notified to act accordingly. Otherwise, the Library will approve your submission and your work will be visible. Please note that library approval may take up to two working days, depending on submission traffic.