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FAQ

UCL Discovery, RPS and Open Access

What is UCL Discovery?
UCL Discovery is a 'shop-window' for UCL research output. Publication details are provided for each item; full text (or equivalent) is included where availability and copyright permits.

Who can search, browse and download publications in UCL Discovery?
Anyone with internet access can search, browse and download publications in UCL Discovery. This site is not restricted to UCL staff and students. More information can be found at http://discovery.ucl.ac.uk/find_research.html.

What is the difference between UCL Discovery, OnCite and RPS?
UCL Discovery is a tool for dissemination and for raising the impact of research. It aims to make the full text of research papers openly and freely available on an Open Access basis. RPS, and its predecessor OnCite, is the core publication database of UCL research output, which transfers publication details and associated files to UCL Discovery. More information can be found at http://discovery.ucl.ac.uk/about.html.

What is Open Access, and what are the benefits of making my papers available?
Open Access is the process of making scholarly literature freely available on the internet without financial, legal or technical barriers. Where copyright permits, the full text and other associated files can be added to publication records. This maximises the dissemination, visibility and impact of your research, and adds greatly to the distribution provided by traditional journals or personal websites.

The increased visibility in turn results in more downloads, which in turn leads to more citations and a greater impact of UCL research. Studies have shown a 25% - 250% increase in citations through Open Access availability. More information can be found at http://discovery.ucl.ac.uk/open_access.html.

Most research is already available on-line: don't we have "Open Access" already?
Whilst publications may be accessible online, they are rarely accessible to all. Much of the research material that is available to UK researchers is funded through Library subscriptions, which run to millions of pounds per year. Not every researcher across the world is fortunate enough to belong to a well-resourced Library such as that of UCL (and UCL Library Services' subscription coverage is by no means complete).

How does UCL Discovery get permission to release the full text of published papers without having to pay the publishers?
UCL Discovery always checks copyright permissions before making full text publicly available. In most cases this information is available in the publisher’s Copyright Transfer Agreement or Exclusive Licence Form that authors are asked to sign. Where copyright permissions are not clear, UCL Discovery contacts the publisher on the author’s behalf. In most cases, the copyright permissions allow us to use the accepted (or post-print) version which has the same content as the published version, but has not had the publisher’s typesetting or logo applied.

If I deposit my full text, is my work at risk of plagiarism?
Whilst items made available on Open Access are certainly plagiarizable resources, the increased visibility of any text supports the ready detection of plagiarism. It is much easier to detect plagiarism in an open, on-line environment than in a paper-only world

Where can I find out more about Open Access?
Further information is available at Open Access.

Does UCL have a policy on UCL Discovery?
Yes. In May 2009, the UCL Academic Board agreed that, subject to copyright permissions, a copy of all research outputs should be deposited in UCL Discovery via RPS. This is part of the UCL Open Access Mandate, as detailed in the UCL Publications Policy.

The UCL Open Access Mandate forms part of a pan-UCL publications system, which is being put in place to ensure that all UCL research outputs are recorded and made available to the widest possible audience across the globe. Open Access is seen as a natural way to achieve this objective. The mandate will also be aligned with the new statistical requirements of the REF, which replaces the RAE, in terms of bibliometrics.

A UCL Publications Board, chaired by Professor David Price, has been established explicitly to oversee the implementation of the Open Access mandate and to advise on the development of UCL's Open Access repository and publications management framework.

More information on the UCL Publications Policy can be found at http://www.ucl.ac.uk/library/publications-policy.

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Using UCL Discovery

How can I find publications in UCL Discovery?
Although many people come to UCL Discovery via search engines, visitors to the site can browse or search publications using the links on the home page. More information can be found on how to find research in UCL Discovery.

When I search for publications by author in the search box on the home page, why do the results contain papers by other authors?
If you enter an author's surname in the Search box on the home page, the search will find any instances of that name in UCL Discovery publications, whether they are in the title, abstracts, citations, references or in the full text. To narrow a search to publications by a particular author, select the Advanced search, and type the author's surname into the Author of Editor fields, followed by initials if required. This will only return papers by that author.

I found a paper I am interested in, but I can't see the full text document. How can I obtain access, or is access only for UCL staff?
Anyone with an internet connection can access UCL research via UCL Discovery. Where full text has been deposited with UCL Discovery, we endeavour to make it available on Open Access, copyright permitting. Although the majority of publishers allow us to make the author's accepted version available, we are sometimes required to delay access for a period of time set by the publisher. Whenever an embargo period is applied, the release date is given next to the file icon. There may also be papers that we are not permitted to add to UCL Discovery due to copyright, sensitivity or confidentiality; only the publication details will be made available.

Is the content in the full text files the same as in the published versions? I mean the information in it, not the "appearance".
As the submitted (or pre-print) versions are rarely retained, nearly all the full text files attached to records in UCL Discovery are the authors' accepted (or post-print) version. The accepted version has exactly the same content as the published version, although any images or tables may be provided separately to the text.

What can I do with full text I download from UCL Discovery?
You may download and print a single copy of any item (and its associated media) held in UCL Discovery for your personal, non-commercial use without prior permission or charge, provided that you correctly refer to this paper. Please see http://discovery.ucl.ac.uk/copyright.html#re_use.

Can I use the UCL Discovery record as a citation in another paper?
UCL Discovery disseminates rather than publishes UCL research output. Items in UCL Discovery should be cited according to their published (or unpublished) source. More information can be found in the section on citing material.

What usage statistics are available?
Monthly, quarterly and annual download statistics are available on our statistics page. The last month's Top 20 downloads are also available. UCL authors can generate personalised statistics using a range of search parameters. Detailed information can be found on generating your own statistics.

How can I follow changes to UCL Discovery?
We are keen to harness the benefits of Twitter and a UCL Discovery blog, in order to provide up to date information on UCL Discovery. RSS feeds can be subscribed to for updates to latest additions, search results and our news. More information can be found at http://discovery.ucl.ac.uk/research_tools.html.

Why do some publications appear to be duplicated?
A small proportion of publications are duplicated as a result of the transfer process between RPS and UCL Discovery. We are aware of the issues and we will endeavour to resolve them as soon as possible. If you require more information, please contact UCL Discovery.

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The deposit & copyright of UCL research

I add my publications to RPS; do I need to add them to UCL Discovery as well?
Publication details, together with any deposited files, are transferred from RPS to UCL Discovery. Only items without current or former UCL authors, such as UCL conference papers and UCL working/ discussion papers, should be sent to UCL Discovery direct. Please contact UCL Discovery for more information.

With regard to theses, unless your UCL awarded doctoral thesis is to be submitted to your department, all other UCL awarded PhD theses must be submitted with the relevant form(s) via Student Records. Please see the Library Service's E-Theses information.

Can I add a publication for a colleague?
Publication details can be manually entered or imported into RPS by either one of the authors or by a representative with the right to impersonate one or more UCL authors. Full text (or equivalent) can also be uploaded by a representative. Please see our copyright section for advice on acceptable versions.

Why should I add full text to my publications in RPS?
RPS provides a central collection of research output. A large proportion of publication details are harvested from publication databases whilst research outside the scope of the harvest can be imported or entered manually. RPS also contains legacy data from OnCite.

All publication details and associated files are transferred to UCL Discovery for public display, providing a showcase of valuable UCL research and expertise. UCL Discovery provides a single search mechanism for locating specific research by title, department, publication type or language, and makes research outputs freely available for others to consult and cite at any point in their lifecycle, including prior to publication (subject to copyright permissions). The publication details (metadata) are indexed with search engines, such as Google.

The increased visibility of your research in UCL Discovery can result in a greater impact of your research and increased citations. It can also facilitate collaboration with colleagues within (or external to) UCL and promote UCL to prospective staff and students.

How is UCL Discovery different to adding papers on my personal/ departmental web page?
UCL Discovery provides a central showcase of UCL Research with the content fully indexed by search engines. All full text items provided with publication details are checked for copyright permissions and will be included in any UCL Discovery preservation process.

Who can deposit full text (or similar) in RPS?
As with the publication details, any UCL author or their representative can deposit files in RPS.

What about papers I authored at another institution?
Authors are encouraged to include past papers in order to give a comprehensive listing of their research.

What happens if I leave UCL?
Any publication details and full text will be retained in UCL Discovery. Please contact UCL Discovery if we can help pass on publication details and papers to your new institution.

What types of research may be deposited?
Any academic research output may be included in RPS and UCL Discovery; this includes artefacts, designs, compositions, journal articles, book chapters, conference papers, posters, presentations, working papers, discussion papers, research reports, doctoral theses and patents. Please see your RPS home page for the full list. Any items promoting UCL research, such as interviews and external documentaries, are not currently within the scope of RPS and UCL Discovery.

Do you only accept full text for articles?
Most full text submissions we receive are for articles or for conference items. In terms of journal articles, we recommend that authors deposit their final accepted version (also known as the post-print) in RPS. Over 60% of publishers permit the use of the accepted version; very few allow the use of the publisher's PDF. The accepted version has the same content as the publisher's PDF, but has not had the publisher's typesetting or logo applied. In some cases it may be easier to include images and tables as separate files.

Publishers may also allow us to add full text (or equivalent) for other publication types, such as chapters. Publishers rarely permit us to add full text for complete books, although we are sometimes permitted to add a sample chapter. We recommend, therefore, that you add the full text (or equivalent) to the publication in RPS for the UCL Discovery team to check permissions. Please see our copyright information for advice on acceptable versions.

What about papers presented at UCL events?
In principle, UCL Discovery can accommodate papers presented at conferences, workshops and other meetings held at UCL or organised by UCL researchers. This includes work authored by non-UCL researchers. Such items would need to be sent direct to UCL Discovery. Please contact the UCL Discovery team to discuss requirements.

I would like to submit audiovisual files with my publication. What file formats can you accept, and how should I submit them?
Files submitted as part of a theses submission under the UCL awarded PhD theses submission policy should be included on the CD/ DVD together with the electronic version of the text. Files for any other publication can be uploaded in RPS. We accept most file formats, so please add to RPS for transfer to UCL Discovery. We will always contact authors if we have any issues with submitted files.

Can research data sets be included?
UCL Discovery accepts datasets, although more substantial research data sets may be outside of our scope at present. Where a dataset cannot be included, we will provide links to external data sets. UCL Library Services does have other digital curation facilities, and UCL researchers interested in having UCL Library Services manage and preserve data sets should contact the UCL Discovery team to discuss their requirements.

Can I include co-authored papers?
In terms of publications added to RPS, the only criterion is that one of the authors should be a UCL researcher, unless the papers are from a UCL event or UCL working/ discussion paper series.

Can I add interviews and reviews by other people?
Any items promoting UCL research, such as interviews and external documentaries, are not currently within the scope of RPS and UCL Discovery.

Is there any other material that should not be added to RPS?
We do not recommend including full text (or equivalent) that contains sensitive, confidential or commercially confidential information. This includes patent information before the patent has been filed.

What formats are accepted?
UCL Discovery will accept deposits in any electronic format. Note that papers are served out without viewing software, the provision of which is the responsibility of the reader. To facilitate our commitments to wide dissemination and long-term preservation, wherever possible material that is deposited in a proprietary format will be converted to an open format by UCL Discovery staff on receipt.

What languages are accepted?
Material in any language referenced by the ISO 639-2 standard is accepted.

What about copyright? Will my publisher let me participate?
Most publishers require authors to transfer copyright to their work prior to publication. The rights that authors retain vary by journal and by publisher. Over 60% of publishers permit the use of the accepted version although very few allow the use of the publisher's PDF.

UCL Discovery always checks copyright permissions before making full text publicly available. In most cases, this information is available in the publisher's Copyright Transfer Agreement or Exclusive Licence Form that authors are asked to sign. Where copyright permissions are not clear, UCL Discovery contacts the publisher on the author's behalf. Occasionally, publishers insist on a delay period (often 6 to 12 months) between publication and making a paper available on an Open Access basis. You do not need to delay depositing your accepted versions as UCL Discovery can manage embargo periods. Please see the UCL Discovery copyright section for more information.

What should I do about publisher "embargo" periods?
Send us your version of the paper at the earliest opportunity. We will add the paper to UCL Discovery straight away. Details of the embargo period will be displayed alongside the bibliographic record. As soon as this period has elapsed, the paper will automatically become openly and freely available to readers.

What rights do I grant to UCL when I deposit full text (or the equivalent) in RPS for transfer to UCL Discovery?
The copyright holder or author retains the rights to their work. When you deposit a file in RPS, you need to grant rights that authorise that you are the author, copyright holder or assignee, and that you have authority to make this agreement. The licence also confirms that you give UCL Discovery the right to distribute the work online in an Open Access basis.

I deposited full text in RPS, but I can't see the publication in UCL Discovery – why is this?
Once you deposit an item in RPS, it won't automatically display in UCL Discovery. It will be moved to a Review area for a member of the UCL Discovery team to check the item before making the record live. After an overnight system update, the record will display. We aim to make the full text available, or to contact the publisher or author for further information, within 2 days of the deposit.

How quickly will my paper be available on-line?
As soon as possible. Copyright checking is usually quick, but it can take some time if we need to contact a publisher. Where copyright issues mean that your paper cannot immediately be displayed with full text, we will mount a complete bibliographic record while we liaise with publishers on your behalf to make it available.

Will my people find my publications?
UCL Discovery publication details (metadata) are indexed with search engines, such as Google, and often rank higher than the publisher's site in search results. People can also search and browse UCL Discovery content using the links provided on the home page.

Can I withdraw material after it's been deposited? Or make changes to files?
The primary goal is to preserve the UCL Discovery content indefinitely. You may, however, request that the files are removed at any point in the future. Equally, UCL Discovery reserves the right to remove the Work for any professional, administrative or legal reason. Contributors may submit a revised version, with the exception of e-theses.

How can I update or amend my publications?
Amendments to publication details can be made in RPS. If the amendments do not display in the corresponding UCL Discovery record, please contact the UCL Discovery team.

Can I add further departmental affiliations to some of my entries?
Affiliations are based on staff information in RPS held by HR. We will, however, consider any requests and amend if possible; please contact UCL Discovery. Please note that we can only add/ amend details using affiliations recognised by RPS. If you require additional affiliations to be added to RPS, please contact RPS support.

Where do research funders stand on Open Access?
Research funding agencies worldwide are increasingly adopting the principle that the outputs of the research that they fund should be openly available to the public, and they are increasingly supportive of repositories like UCL Discovery. More information on the policies of the major research funders is available here. A UCL step through guide to the funding body requirements can be found at http://www.ucl.ac.uk/library/funders/

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Exporting publications and generating statistics

I like your statistics of downloads per year in which two of my papers appear in the top downloads. I would like to see similar statistics but for different periods of time. How can I do this?
UCL authors can generate personalised statistics for any period of time. The search parameters can also be used to generate statistics for a particular record, for a particular person and for a particular department. Please see the information section on how to generate your own statistics.

I would like to update my publication list in my home page. How can I use my publications in UCL Discovery?
Publication lists in UCL Discovery can be used to generate include files that can be embedded in personal/ departmental web pages. Publication details can also be exported in a variety of formats. Further details can be found at http://discovery.ucl.ac.uk/author_tools.html#re-use.

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UCL Theses

Can I add my thesis to RPS?
UCL Discovery currently accepts PhD theses; Masters theses are not currently part of our theses submission policy, and are only accepted by prior arrangement with a particular department. If your PhD is thesis is pending a UCL award, an electronic version should be submitted with a bound copy to Student Records along with the relevant submission form(s), unless your UCL awarded doctoral thesis is to be submitted to your department (see http://www.ucl.ac.uk/library/e-theses/). If the author is not a current student or member of staff, UCL PhD theses awarded by the University of London can be sent direct to UCL Discovery for inclusion. Staff can upload theses to their publications in RPS, providing they are not pending award.

I would like to publish and sell my thesis but I can't do this if the electronic version of my thesis can be found via UCL Discovery, Google, and EThOS. Can I restrict access to just my UCL faculty?
Access can be open or restricted to all, but we are not able to permit access to a particular group of users. Most authors who wish to publish content from their research request an embargo period of up to three years. During this time access is restricted to both the electronic version and the bound copy of the thesis. Authors may contact UCL Discovery to request an extension if more time is required. More information on restricting access can be found at http://www.ucl.ac.uk/library/e-theses/.

I've found my theses in UCL Discovery but I don't think it should be there. What should I do?
All theses will have a metadata record in UCL Discovery, that is the publication details are made available. If full text and other supplementary files are included in the record (with or without an embargo period) and you do not believe permission was given (or you need to rescind permission), please contact UCL Discovery.

My thesis is in UCL Discovery and I would like to amend it. Can I submit additional material or a replacement copy?
As your e-thesis is a true copy of the bound thesis, amendments are nor permissible. We will, however, accept replacement copies when the original is incomplete or has become corrupt.

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Further help and advice

How can I get further help and advice?
If you need further information or training on how to use RPS to manage your publications, please see http://www.ucl.ac.uk/isd/staff/admin_systems/research-systems, or email RPS Support. The ISD site has links to the RPS online training packages using UCL Moodle and to RPS specific FAQs. You can also find the RPS user guides.

If you need further information on UCL Discovery, please see the links from the home page, or contact UCL Discovery.

Reporting issues
If you receive an error message or notice a problem with a publication record or file in UCL Discovery, please contact UCL Discovery. UCL authors please note that records and files can be amended in RPS.

If you wish to report an RPS issue, or you have a query regarding the management of your publications in RPS, please see the ISD RPS pages for RPS specific information. You can also contact RPS Support.

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