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Behind the Scenes

published by Lisa Hacker

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The item is deposited into the Research Repository 
    
(A guide on how to do this can be found here:
http://www1.uwe.ac.uk/library/searchforthingsa-z/researchrepository/help/howtodeposit.aspx)
The item comes into our review area, where it stays until it is checked by the Repository Administrator (RA).
The RA works through the review area, checking each item before it is uploaded. The checking process depends on the item type:
The RA checks the publisher's policy for archiving using a tool called Sherpa Romeo.
(This tells us which version we can archive, if there is an embargo etc.)
The RA checks that the correct version of text has been uploaded.
(Usually the author's accepted manuscript is required. However, if the article is under a Creative Commons license then the published version should be uploaded).
ARTICLE
If the correct version has been uploaded...
...the embargo is applied (if required), and the article remains hidden until this expires.

NOTE: The author's accepted manuscript has to be deposited within 3 months of acceptance in order to comply with HEFCE policy and be eligible for the next REF. 
 
If the incorrect version (or no text at all) has been uploaded...
...the RA emails the author and asks for the correct version. The incorrect version remains hidden.
If the item is in press...
...the article details get added to our 'in press' spreadsheet, which gets checked regularly. When the article gets published online or in print, we update the record.
The record is made live on the repository!
The RA contacts the publisher to check their policy for arching book chapters in institutional repositories
If the correct version has been uploaded...
...the embargo is applied (if required), and the book chapter remains hidden until this expires)
If the incorrect version (or no text at all) has been uploaded...
...the RA emails the author and asks for the correct version. The incorrect version remains hidden.
If the publisher permits archiving...

If the publisher prohibits archiving...
If the item is in press...
...the book chapter details get added to our 'in press' spreadsheet. This is checked less frequently, as book chapters often remain in print for a long time, so it is really helpful if you can let us know once your chapter has been published!
The record is made live on the repository!
The RA checks to see if the conference item has been published in proceedings with an ISSN
If yes, the item type is changed to 'article'.
The author's accepted manuscript has to be deposited within 3 months of acceptance in order to comply with HEFCE policy and be eligible for the next REF.
If no, the item type remains as 'conference item'
The RA contacts the publisher of the conference proceedings to get permission to archive the paper.
REPORT
The RA contacts the publisher (if not UWE) to get permission to archive the report
If permission is granted, the report is made visible to the public.
If permission is not granted, the report remains hidden
The record is made live on the repository!
The record is made live on the repository!
The Research Repository....
...Behind the Scenes
CONFERENCE ITEM
 BOOK CHAPTER
...the RA checks that the correct version of text has been uploaded
...the text remains hidden