Data management and ScholarWorks frequently asked questions
What is ScholarWorks?
ScholarWorks is a collection of services designed to capture and showcase all scholarly output by the University of Nevada, Reno community. These services include:
- identifying and making available via the ScholarWorks web site documents and files produced by the faculty, research groups, and students of University of Nevada, Reno, and
- promotion of research efforts via a searchable database, reports to key administrators and stakeholders, and coordination with other research recognition activities.
What is an institutional repository?
An institutional repository is a single, online place where a community gathers and preserves scholarly output produced by its members and makes these materials available to the world free of charge (copyright permitting). This output may include both publications in peer-reviewed journals and materials not published elsewhere (datasets, pre-prints, post-prints, performance recordings, syllabi, theses and dissertations, etc).
What file formats are supported?
Although most digital formats can be uploaded to ScholarWorks, to assure long-term operability and improved search engine results, files in PDF format are encouraged when applicable. If a PDF is not available or your work exists only in print format, ScholarWorks will assist you. We will make our best efforts to maintain the content, structure and functionality of work you deposit. However, not all formats can receive the same level of preservation commitment particularly with proprietary or uncommon file formats.
Why deposit work in ScholarWorks?
ScholarWorks offers numerous benefits to scholars. Chiefly among these are:
- Permanence—our system offers permanent URLs (called handles) for items hosted within the repository. This means even if our repository's underlying systems change, the handles will continue to work (this is great for CVs). We are committed to the long-term preservation of materials submitted to ScholarWorks.
- Reach—content is also indexed by Google Scholar, Google, and other major search engines; as a trusted repository managed by a university, this helps boost the visibility of scholarship.
- Open Access—Finally, by releasing work as open access, scholars help support their fellow researchers around the world who may not be able to afford access to such scholarship under traditional publishing models. This also means your work has the potential to reach an expanded audience.
Who can contribute?
Anyone belonging to the University of Nevada, Reno community can contribute to ScholarWorks. Undergraduates must have a faculty advisor approve submission prior to deposit into ScholarWorks.
What types of materials (content) are included?
Suitable works have either scholarly or instructional value. They can also support the mission of the University community. Examples of works include, but are not limited to:
- Research articles
- Data files
- Theses and dissertations
- Digital humanities projects
- Conference posters
- Unpublished articles
- White papers
- Technical reports
- Instructional material
- University publications such as newsletters
- Open access journals
- Open access books
- Material documenting creative research exhibits and performances
How do I make my work accessible or make sure it is accessible before uploading it to ScholarWorks?
We understand the importance of making work accessible to everyone and encourage contributors to ensure their own work is accessible before submitting it to ScholarWorks. The University's Teaching and Learning Technology has resources to help authors make their works accessible.
I want to use an item in ScholarWorks, but it is not fully accessible – how do I find help?
We are working to make all of our items accessible, but until we do, please contact firstname.lastname@example.org for requests to make a specific item fully accessible. We will work to respond to each request in as timely a manner as possible.
Who can access materials?
The vast majority of items in ScholarWorks may be freely accessed by anyone in the world with an internet connection. There's no need to register or log in to view or download items. It is possible to restrict items to on campus use only at the request of the author.
How will people find my work in ScholarWorks?
Typically people find content in repositories such as the University's ScholarWorks by using Google or similar search engines. Search engines often give higher weighting to content in institutional repositories because they are associated with quality and make available rich descriptive information. In addition, articles and websites, such as departmental or researcher web pages, can point to archived items.
- Who maintains ScholarWorks?
How are dissertations and theses submitted to ScholarWorks?
In the normal submission process of dissertations and theses through the Graduate School's partnership with ProQuest, students may elect to have their works automatically included in ScholarWorks, at no additional cost.
How is ScholarWorks organized?
Within ScholarWorks, items are organized into five broad collections. Most faculty work will be held within the Research, Scholarship, and Creative Activity collection. Within that collection, works are organized by department or unit. Theses and dissertations of honor undergraduates and graduate students are housed together in their own collection. There is a collection for Instructional Materials, including open educational resources. The University Publications collection houses publications and reports produced by the University. And the Arts, Cultural Heritage and Performance collection houses non-scholarly outputs of various creative endeavors on campus.
Do I retain my rights for works in ScholarWorks?
Yes, copyright owners retain copyright over their materials. By putting material into ScholarWorks, you are granting the University of Nevada, Reno a non-exclusive license to distribute it, which means that you are authorizing ScholarWorks to make it available but can also distribute it through other mechanisms.
How does copyright and licensing apply to my submissions to ScholarWorks?
As creator, you retain non-exclusive rights to your work. By agreeing to store your material in ScholarWorks, you are not transferring your rights to the University and remain free to publish in other venues. If rights associated with your work also apply to co-authors, sponsors, publishers, or others, we will endeavor to assist you in meeting legal and contractual obligations before uploading to ScholarWorks
How do I know if I have permission to submit?
To find the policies of the journal you are working with, visit RoMEO, a database maintained by Securing a Hybrid Environment for Research Preservation and Access (SHERPA). This organization is devoted to working to secure open access to journal publications. If your journal is not listed in the RoMEO database or you need help interpreting the results, you can also check your contract, check the journal’s website for its policy, or contact Teresa Schultz, scholarly communications librarian, at email@example.com for help.
- How do I ensure compatibility between my publisher's rights and ScholarWorks?
A work to which I own copyright was submitted to ScholarWorks without my permission. How do I request this item be taken down?
ScholarWorks does not generally support the removal of publications once posted. We feel it is important to provide perpetual access to materials published within ScholarWorks whenever possible and appropriate. However, we will remove publications under special circumstances, including in the case of rights violations. Please be aware, however, that even after the removal of a text, a citation to the paper will remain in our system, along with a URL.
If you think a work which you own the copyright to has been deposited in ScholarWorks without your permission, please contact repository staff at firstname.lastname@example.org.
Where can I learn more about my rights as an author?
For more information on author rights, please visit the Scholarly Publishing and Academic Resources Coalition Resources for Authors (SPARC) or contact the ScholarWorks staff at email@example.com.
What about preservation? How long will the files in the digital repository last?
The repository addresses two aspects of digital preservation. First, the University has made a financial commitment of staffing and server space to preserve the files deposited in the repository. Second, depending on the file format, we may be able to preserve the full functioning of that file (for supported formats such as ASCII) or we may be able to preserve only the bits (for known or unsupported formats - usually created with proprietary software).
- I don’t have time to digitize or upload all my publications. Can ScholarWorks staff deposit my work on my behalf?
- What do I have to do to deposit my work?
What is the data storage policy?
Each project will be allotted a starting storage space of 5GB to store datasets, reports, publications and other digital content. If additional storage is needed it can be purchased for $5 for each additional GB.
What is the data retention policy?
Data will be archived and available in the University ScholarWorks repository for public access for a period of five years. If the funding agency requires the datasets to be available longer then additional storage time can be purchased at $1 per GB for each additional year.
Who can I contact for more information?
Contact ScholarWorks staff at firstname.lastname@example.org.