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Instructions for Depositing to UGA Open Scholar

Deposit Checklist for UGA Open Scholar

  1. Organization and Formats
    • Files are logically organized with minimal nesting
    • File names are descriptive (e.g., YEAR-lastname-projectname_filename.pdf)
    • File names contain lowercase letters, numbers, underscores, and dashes online and avoids special characters (e.g., + / , = )
    • A README file is included that explains file naming conventions, the purpose of the files and folders, how they relate to one another, etc.
    • Files formats are open, non-proprietary, and standard
    • Alternatively, if non-standard file formats are necessary, these formats are commonly used in your field
  2. Description and documentation
    • You are ready to describe your scholarly materials and/or research data in required metadata fields (e.g., title, abstract, keywords, authors, affiliation)
    • You are ready to upload supporting documentation describing your research output (e.g., appendixes, media files, README files, data dictionaries, codebooks, protocols, data guides)
    • Supporting documentation includes descriptions of your methodology, terminology, settings, and relevant contextual details needed to use, interpret, or reproduce your work
  3. Reproducibility
    • You have reviewed the license information page and selected the most open license for your scholarly materials and/or research data.
    • Code files needed to reproduce your results are included alongside your research data or linked to the UGA Libraries GitHub repository
    • Code contains comments to allow others to understand its purpose (e.g., computing environment, software, version, libraries, packages)
    • Code includes relative versus absolute paths (~ /data)
    • You have recently rerun your code and checked for any errors
  4. Human Subjects Data
    • Data sharing language is included in your IRB protocol and consent forms
    • Data are appropriate for open access
    • Data are fully de-identified (see the HIPAA Safe Harbor method as an example)
    • Risk of harm to participants is minimal (if at all) if their identities are disclosed

Click here for a downloadable copy of the Deposit Checklist

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Submitting Scholarly Materials

  1. Preparations: Please download the "Deposit Checklist for UGA Open Scholar" checklist and ensure your scholarly materials are appropriately organized and ready for submission

  2. Log in:

  3. Submission form: Select “Scholarly Materials” under the “Submit” link, located in the top center navigation menu

  4. Required fields: Complete the required fields denoted with a red asterisk (*) next to the field name in the “Scholarly Materials Information” and “Author(s) and Affiliation” sections
  5. Optional fields: Complete the optional fields where possible. This enables users to find, access, and reuse your published works more easily; it also helps link related works together in alignment with FAIR metadata practices (e.g., publications and supporting data sets)
  6. Attach file(s): Complete the “Submission” section as follows:
    • Notes to Reviewer: please feel free to include questions or comments for the reviewer; these will not be published publicly
    • File Uploads: drag files or click anywhere in the “File Uploads” section to select and upload from your computer (maximum is 5GB per file)
    • Manage File Metadata: click on the “Action” button and select “Edit” to add a file description.
  7. Submit for review: Once you have completed the form and attached your file(s), please click the green “Submit” button to begin the review process
  8. Review process: Curators in the UGA Libraries will review your submission form to ensure files are attached and appropriate metadata are included. You will receive an email update within one business day confirming receipt and that the review is in progress. The timeline to publication will vary depending on the needs of a specific submission, but we aim to publish most submissions within 10 business days. You will receive email updates as the review progresses, including requests for additional information and notification once approved and published in Open Scholar.
  9. Questions/Support: UGA Open Scholar is administered by Research and Computational Data Management in the UGA Libraries. Please reach out with any questions.

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Submitting Research Data

  1. Preparations: Please download the "Deposit Checklist for UGA Open Scholar" checklist and ensure your data are appropriately organized and ready for submission
  2. Log in:
  3. Submission form: Select “Research Data” under the “Submit” link, located in the top center navigation menu
  4. Required fields: Complete the required fields denoted with a red asterisk (*) next to the field name in the “Research Data Information” and “Author(s) and Affiliation” sections
  5. Optional fields: Complete the optional fields where possible. This enables users to find, access, and reuse your published works more easily; it also helps link related works together in alignment with FAIR metadata practices (e.g., publications and supporting data sets)
  6. Attach file(s): Complete the “Submission” section as follows:
    • Notes to Reviewer: please feel free to include questions or comments for the reviewer; these will not be published publicly
    • File Uploads: drag files or click anywhere in the “File Uploads” section to select and upload from your computer (maximum is 5GB per file)
    • Manage File Metadata: click on the “Action” button and select “Edit” to add a file description.
  7. Submit for review: Once you have completed the form and attached your file(s), please click the green “Submit” button to begin the review process
  8. Review process: Curators in the UGA Libraries will review your submission form to ensure files are attached and appropriate metadata are included. You will receive an email update within one business day confirming receipt and that the review is in progress. The timeline to publication will vary depending on the needs of a specific submission, but we aim to publish most submissions within 10 business days. You will receive email updates as the review progresses, including requests for additional information and notification once approved and published in Open Scholar.
  9. Questions/Support: UGA Open Scholar is administered by Research and Computational Data Management in the UGA Libraries. Please reach out with any questions.

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