Frequently Asked Questions

Contributor Basics

Managing Your Scholarship in Scholarworks

Copyright and Open Access

Contributor Basics

Who can contribute?

ScholarWorks accepts contributions from faculty, staff, and students affiliated with the University of Montana. Materials from students (such as theses, senior projects, and awarded research) may also be included on a case-by-case basis. Please review the ScholarWorks Policies or for more information about the inclusion of student scholarship.

ScholarWorks will also accept materials from non-UM researchers that are produced in conjunction with a UM-sponsored event, such as a conference or lecture series. In these cases, each author must agree to the submission of their material.

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What can be contributed?

Contributions to ScholarWorks must be scholarly/research-oriented and of enduring value. Contributions can include research and creative scholarship as well as university publications. Contributors must have the right to deposit the work in ScholarWorks.

Content may be contributed in a range of formats including text, image, audio, and video. Content types may include:

  • Journal articles
  • Conference proceedings
  • Book reviews
  • Books/chapters
  • Graduate theses/dissertations/professional papers/capstones
  • Undergraduate research (honors theses, senior projects/theses)
  • Presentations/posters
  • Technical reports
  • White papers
  • Artwork
  • Grant output/data
  • Archival materials
  • University-produced publications: journals, magazines, newsletters
  • Administrative documents

Please review the ScholarWorks Policies or for more information.

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How do I contribute?

You may submit your scholarship to ScholarWorks in one of the following ways:

Option 1:

Email a CV, the full citation to a single work, or a digital copy of your work to Wendy Walker. Library staff will check publisher’s policies and upload eligible work to ScholarWorks for you. If you choose this option, please read the Author Submission Agreement.

Option 2:

Self-submit your scholarship directly to ScholarWorks:

  1. Log in with your personal account. (See How do I create an account? below.)
  2. Select and click Submit Research from the menu on the left.
  3. Select the collection to which you will upload your work. (e.g. If you are a faculty member from the English Department, select the English Faculty Publications collection.) If no appropriate collection exists, please .
  4. Read the submission agreement. Check the box at the bottom of the agreement if you agree, and click Continue.
  5. Complete the upload form and attach your work. (You will need the following information: title of the material, author(s) name(s), original publication title and/or original publisher, date of original publication (if previously published), volume, issue, first and last page numbers, abstract, keywords, and the file.

Text files are made available through the repository as PDF files. ScholarWorks automatically converts Word, WordPerfect, and RTF files to PDFs. It is recommended that all other text files be converted by the contributor to a PDF file. Non-text files are made available in the format in which they are uploaded.

It is also recommended that you make your documents accessible for visitors with disabilities. Please see the section How do I make my scholarship accessible? below.

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How do I create an account?
  1. From the ScholarWorks home page select My Account.
  2. Click the Sign up button under Create new account.
  3. Complete the required fields and click the Sign up button.
  4. You will receive an email with instructions that tell you how to complete the sign up process. Follow those instructions. If you encounter any difficulties, please .

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Managing Your Scholarship in Scholarworks

How do I make my scholarship accessible?

Contributions to ScholarWorks should be accessible to visitors with disabilities. Please see the information on UM’s Accessible Technology Services site for information about how to make your documents accessible. You may find the information about the OCR document converter service particularly relevant. Please also feel free to for assistance.

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I don't have electronic versions of old working papers that I'd like to include in the repository. Is it okay to scan the printed page to a PDF file?

Yes--scanning printed pages is a great way to create PDF files for inclusion in the repository. Make sure to follow the guidelines on UM’s Accessible Technology Services site for information about how to make your documents accessible. You may find the information about the OCR document converter service particularly relevant. Please also feel free to for assistance.

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When I copy and paste abstracts into the Submit form, some formatted text reverts to plain text. What's going on?

When copying abstracts from a word processing file or a PDF file, and pasting the text into the submission form, you are taking text from an environment that supports fonts and text style changes. Because the abstract is intended to be presented on the web, text styles must be specified using HTML codes.

The following HTML tags are recognized by the system and may be used to format an abstract (use lowercase tags):

<p> - paragraph
<p>This is the first paragraph.</p>
<p>This is the second paragraph.</p>

This is the first paragraph.

This is the second paragraph.

<br> - line break

<p>This is a line of text with a linebreak here.<br> This is text after</p>

This is a line of text with a linebreak here.
This is text after
<strong> - strong/bold
<strong>bold text</strong> bold text
<em> - italics/emphasis
<em>italicized text</em> italicized text
<sub> - subscript
Text with <sub>subscript</sub> Text with subscript
<sup> - superscript
Text with <sup>superscript</sup> Text with superscript

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How do I revise a submission?

To revise a submission that has been posted to ScholarWorks, with the new version.

If the submission has been submitted, but not yet posted, you may revise it via your My Account page:

  1. Locate the article on your My Account page, and click the title.
  2. Click Revise Submission from the list of options in the left sidebar.
  3. Enter your changes in the Revise Submission form, and click Submit at the bottom of the page to submit your changes. (You only need to modify the portion of the form that corresponds to the changes you wish to make.)

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How can I submit a multi-part file, such as multiple chapters for a book?

Combine all the sections together as one Microsoft Word file or PDF file and submit that.

To make one PDF file from multiple files, open the first PDF file, then choose Document>Insert Pages from Acrobat's menus to insert the second file (indicate it should go after the last page of the first file), and repeat for all documents. The result will be one compound PDF file which may then be submitted.

If you feel that the one large PDF file might be too large for some people to download, we suggest that you submit the consolidated file as the full text of the article, and then upload the separate chapters or sections of the document as Additional Files. These files will appear on the web page alongside the complete document. For more information about uploading associated files, see below.

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Can I post related files (sound clips, data sets, etc.) alongside the published article?

Yes. ScholarWorks refers to these supplementary items as Additional Files. You will be prompted to submit Additional Files when you upload your submissions. The name of the files you upload will appear on the web site along with your short description of it. Viewers must have the necessary software to open your files.

Please be sure that there are no permissions issues related to use of the additional material. Sometimes, especially with images, you must write a letter seeking permission to use the material before it can be posted.

Also note that where possible, items such as images, charts and tables that are referenced in the document (or otherwise an integral part of the document) should be included directly in the article itself and not posted just as additional files.

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Can I post a reprint from a journal?

It depends on what the journal allows, which is usually specified in their agreement with the author. If it would not violate copyright to post the reprint on ScholarWorks, you're welcome to do so. Permissions for many publishers can be found at Sherpa/RoMEO.

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A working paper in our repository site has been published in a slightly revised form in a journal. What should I do?

Many journals do not have any restrictions on working papers that preceded an article, especially if substantial revisions were made. You should check your author agreement with the journal to confirm that there is no problem with leaving the working paper on the site. ScholarWorks would constitute noncommercial use.

Assuming the working paper does remain posted in ScholarWorks, it is a good idea to include the citation to the published article in the record for the working paper. Please to request this change.

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How can I remove my content from ScholarWorks?

ScholarWorks is meant to be a permanent scholarly record (working papers may be an exception). Once an item is deposited, a citation to it will always remain. Removing content is discouraged. However, authors may request removal of content from ScholarWorks. Please to request removal of content.

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Copyright and Open Access

Who has access to ScholarWorks content?

ScholarWorks is an open access repository, which means content is available to anyone with access to the internet. Upon request from individuals, or based on publisher requirements, some content may be restricted for specific periods or limited to members of the University of Montana community.

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Who owns the copyright to works posted in ScholarWorks?

Unless otherwise specified, the author of the work is the copyright holder. The University of Montana claims no copyrights to the material posted in ScholarWorks.

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What is "open access"?

Authors can elect to publish their material online and make it available free of charge through open access venues. Learn about open access here.

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So, "open access" means I can do anything I want with the material in this repository, right?

No. Although the content may be freely available from ScholarWorks, it’s important to remember that, unless otherwise stated, this content is protected by copyright law. Read about the exclusive rights given to copyright holders.

There are a few important exceptions to these exclusive rights. If you wish to use material in your class projects please consider whether the exception of Fair Use might apply. Learn more about Fair Use here.

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What are my rights as an author?

SPARC (the Scholarly Publishing and Academic Resources Coalition) has assembled helpful resources regarding your rights as an author.

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The journal publisher sent me this contract that I have to sign before they’ll publish my article. Can I still upload it to ScholarWorks? What else should I know before I sign this contract?

Journal publishers will sometimes ask an author to sign their copyright to their article over to the publisher. Other times they may simply ask you to sign a contract giving them permission to publish your article in their journal. Please read these contracts carefully prior to signing them. Many journal publishers will allow you to post the article in an institutional repository like ScholarWorks or you can negotiate with them to do so. Learn more about authors' rights here.

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