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OpenUCT Submission Guidelines

Step 1: Check copyright

It is important to be certain that you have the legal right to share the resource you would like to deposit in OpenUCT. If a resource has been formally published, you will need to check your publication agreement and the dissemination policies of your publisher. Publisher's copyright and self-archiving policies can be verified via the SHERPA-ROMEO website. If you have used any third-party content in your resource, you need to ensure that you have permission to use this content and that it is licensed correctly. If you need some guidance on copyright issues please feel free to contact the scholarly communication and publishing department at UCT Libraries.

Step 2: Log in

You must be logged in to OpenUCT to upload content. Click on "Login" at the top right of the screen, and log in using your Campus ID and network access password. Note: If you are already logged in to Vula or your UCT email in another tab on the same browser, then you will be logged in automatically once you click on “login” because of UCT’s Single sign-on system. Once you have logged in, click on "Submissions".

Step 3: Start a new submission

Click on "start a new submission" to enter the submission workflow.

Step 4: Choose/confirm collection

Click on the dropdown menu to select a collection. For instance, if you are submitting a journal article you would need to choose “Research Output > Journal Article” from the dropdown menu. After you have selected the applicable collection click on "Next". Note: Theses/Dissertations cannot be submitted by authors themselves; they must be deposited into PeopleSoft before graduation and these will be automatically migrated to OpenUCT.

Step 5: Describe item 1

At this stage, click on the dropdown menu to select the type of item you are submitting. If you are submitting a journal article, then you select journal article from the dropdown menu and click "Next". It is important to emphasise once again that Theses/Dissertations follow a different process that does not involve authors’ manual submission directly to OpenUCT.

Step 6: Describe item 2

This step opens up the different metadata (description) fields that need to be filled in. Input the metadata for your resource. The minimum requirements for each type of resource may differ and required or mandatory fields will be indicated in red if you try to proceed without providing information for them. Try to add as much detail as possible. A rich metadata record will help other users understand the context of your resource and make it more findable by search engines like Google.

Step 7: Media

You can embed externally-hosted media in the record by pasting the embedded code from Slideshare or the URL of a YouTube video into the appropriate field. If none of these apply to your resource leave the fields blank and just click on “Next”. 

Step 8: Upload

Select the digital object that you would like to share and click on "Upload file" before proceeding. Upload as many files as required.

Step 9: Review submission/verify metadata

Verify the description of the resource by making sure that the metadata is correct and that you have attached the correct file(s). You can still go back to make some changed on any stage.

Step 10: Licensing

This step is distinct from the "Rights" statement you would have attached in the description process, and grants OpenUCT the right to share the resource on your behalf. Once you have read through the license agreement, click "I Grant the License" and then "Complete submission".

Step 11: Complete

Once you have submitted the item, it will enter a moderation pool to be processed by an OpenUCT moderator before appearing in your collection. Please note, a resource is only approved if the copyright of the uploaded item permits sharing on an open access institutional repository. You can see lists of your submissions and archived items on your 'Submissions" page.

Important Note:

OpenUCT is the institutional repository for published works that are listed in the University’s Open Access Policy. Datasets are deposited in UCT's Data Repository called ZivaHub. If you have a dataset you would like (or if it is a funders’ requirement) to archive and/or make available to the public, then deposit the dataset in ZivaHub.