FAQs

General Questions

What is Texas ScholarWorks?
Do I need special software to submit or to search and download works?
Who can search, browse, and download from Texas ScholarWorks?
Who can submit works to Texas ScholarWorks?
Can I submit data or data sets to Texas ScholarWorks?
Can faculty, researchers, or students who are not affiliated with UT submit works to Texas Scholarworks?
Why should I submit works to Texas ScholarWorks?
How is Texas ScholarWorks different from posting research on my own web site?
Can I still link to my work from my own web site?
What is the relationship between Texas ScholarWorks and the Texas Digital Library?
What are Texas ScholarWorks communities and collections?
I'm trying to access Texas ScholarWorks and am getting system errors or no response. Who should I report this to?

Getting Started

How do I gain authorization to submit to Texas ScholarWorks?
How do I submit my work to Texas ScholarWorks?
What descriptive information do I assign to my work during submission?
Does Texas ScholarWorks automatically assign any descriptive information or tags?
How does my department or research unit set up its own collection?
Can my department archive conference proceedings in Texas ScholarWorks?

Submission Questions

What kinds of materials/content can I put into Texas ScholarWorks?
Can I upload video and audio files into Texas ScholarWorks?
What file formats can I submit to Texas ScholarWorks?
How does Texas ScholarWorks decide the recommended file formats for submission?
Is there a limit on file size?
Is there a limit on the number of files I may submit?
Can I use Texas ScholarWorks to publish an electronic journal?

Copyright and Intellectual Property Questions

What rights do I grant The University of Texas at Austin when I submit my work in Texas ScholarWorks?
What rights do I retain to my work when submitting to Texas ScholarWorks?
If I no longer hold the copyright to an article or other publication, can I still submit it to Texas ScholarWorks?
Can I place material someplace else if I've already submitted it to Texas ScholarWorks?
I just found some interesting work by someone else in Texas ScholarWorks and am about to download it − what can I do with that work once I have it?
I've found my work in Texas ScholarWorks and I didn't add it. Why is it here?

Access and Privacy Questions

Can I restrict access to work I submit to Texas ScholarWorks? If so, to whom, and for how long?
Can I make changes to an item once I've submitted it to Texas ScholarWorks?
Can items be withdrawn from Texas ScholarWorks?
What privacy policies are in place for Texas ScholarWorks?

Electronic Theses and Dissertations Questions

I've found my Thesis/Dissertation in the Repository and I don't think it should be there. What do I do?
I've found my Thesis/Dissertation in the Repository, and I'd like to amend it. Can I submit additional material or replace it altogether with a new version?

I'd like to request digitization of a thesis or dissertation. How do I do so?

 

General Questions

  1. What is Texas ScholarWorks?

Texas ScholarWorks , formerly University of Texas Digital Repository, holds digital works and provides related services that together constitute a campus institutional repository. The Repository was established to provide open, online access to the products of the University's research and scholarship, to preserve these works for future generations, to promote new models of scholarly communication, and to help deepen community understanding of the value of higher education. Digital works include research and scholarship, as well as works that reflect the intellectual and service environment of the campus.

  1. Do I need special software to submit or to search and download works?

No, you access the Repository at http://repositories.lib.utexas.edu with any current Web browser.

  1. Who can search, browse, and download from Texas ScholarWorks?

The Repository is designed to provide your work the widest possible exposure, so it is open to the world for searching. You may, however, choose to submit your work but prevent it from being seen in full for a limited time. Please see question #33: Can I restrict access to the work I submit to the UT Digital Repository? for more information on restricting access to your work.

  1. Who can submit works to Texas ScholarWorks?

UT faculty, staff, and students (including student groups) may submit work to the Repository. Student work must be sponsored by a UT faculty member or department. All faculty are automatically authorized to submit to the UT Faculty/Researcher Works collection when they login with their EID and password. Faculty wanting to submit works to other TSW collections should contact the Repository Curator at tsw@utlists.utexas.edu. Staff and students must request authorization from the Repository Curator before submitting work to the Repository. To request authorization, please contact tsw@utlists.utexas.edu.

  1. Can I submit data or data sets to Texas ScholarWorks?

Yes, Texas ScholarWorks is appropriate for data that is: in its final format, can be openly accessible to the public, needs to be stored long-term, and does not contain files larger than approximately 1 GB. An additional benefit of submitting your work to the Repository is you can also submit papers and publications associated with your data. For more information about using Texas ScholarWorks for your data, please contact datamanagement@lib.utexas.edu. In addition to the Repository, the University of Texas has a host of data management services available for researchers. For more information about Data Management at UT visit http://www.lib.utexas.edu/datamanagement.

  1. Can faculty, researchers, or students who are not affiliated with UT submit works to Texas ScholarWorks?

In general, no. However, if the faculty, researcher, or student is affiliated with a program at the University of Texas, publishes as part of a conference or in a journal or other publication sponsored through the University of Texas, or co-authors a publication with a University of Texas researcher, the work may be submitted to the Repository.

  1. Why should I submit works to Texas ScholarWorks?
  • Dissemination: The Repository provides high visibility and increased access to your research by furnishing descriptive information about your submitted works to search engines (e.g. Google, Bing, Yahoo), Google Scholar, OAIster , and other services.
  • Increased impact and citation of your research: Works in the Repository are openly available on the web. See a bibliography of studies on the increased impact and higher citations of open access research and scholarship.
  • Reliability: The Repository provides a persistent web address for your work.
  • Long-term access: The Repository commits to responsible and sustainable management of submitted works. View the Preservation Policy for details.
  • Control: You or your assignee retain copyright in works you submit to the Repository. Many publishers will allow you to submit previously published works to institutional repositories.
  • Usage statistics: All items in the Repository have an openly accessible link to view usage statistics. You will be able to see how many times your work has been viewed and downloaded and you can see from where the activity originated.
  1. How is Texas ScholarWorks different from posting research on my own web site?

The Repository provides benefits that may not be available on your own web site:

  • full-text indexing of text files;
  • enhanced discoverability through Google Scholar, OAIster , and various repositories of scholarly material;
  • a permanent and persistent web address for your work so that it may be reliably cited over time;
  • managed archival services for your files. 

 

  1. Can I still link to my work from my own web site?

Yes. One benefit of submitting to the Repository is that your work is assigned a permanent and persistent web address.

10.  What is the relationship between Texas ScholarWorks and the Texas Digital Library?

UT Austin is a founding member of the Texas Digital Library (TDL), a consortium of higher education libraries in Texas working together on infrastructure to support digital scholarship. For more information about TDL, its members, or its services, please visit http://www.tdl.org. Texas Digital Library provides the hosting and preservation services for Texas ScholarWorks.

11.  What are Texas ScholarWorks communities and collections?

The Repository organizes content around established collections to simplify the process of submitting your work and to provide you with the most flexibility for finding works of interest to you. Communities hold Collections, and Collections hold digital works. The Repository offers established Collections for faculty/staff/and student submissions. In addition, we will set up a community for those departments or research units on campus wishing to establish their own collections.

12.  I'm trying to access Texas ScholarWorks and am getting system errors or no response. Who should I report this to?

If you are trying to access Texas ScholarWorks and it is not responding, please contact the Repository Curator, at tsw@utlists.utexas.edu to report the problem.

Getting Started

13.  How do I gain authorization to submit to Texas ScholarWorks?

Faculty

If you are UT faculty, you are automatically authorized to submit to the UT Faculty/Researcher Works collection. Simply login to TSW with your EID and password, then click "Submissions" on the right hand navigation bar under My Account. From the Submissions page, click the link "start another submission". If you are interested in submitting to a different collection or in setting up your own collection, please contact tsw@utlists.utexas.edu.

Department

Departments or research centers on campus wishing to establish their own collections may do so by contacting tsw@utlists.utexas.edu to begin the process.

Staff

If you are UT staff, the first step is to identify the collection you would like to submit to within the Repository. Next, email the Repository Curator, at tsw@utlists.utexas.edu to request authorization to submit your work. You may also email the Repository Curator to request the creation of a new collection in the Repository.

Students

Individual undergraduate students wishing to submit must first obtain a faculty sponsor. Once faculty sponsorship has been obtained, contact the Repository Curator at tsw@utlists.utexas.edu for authorization.

14.  How do I submit my work to Texas ScholarWorks?

You should find the process of submitting to Texas ScholarWorks quick and easy. You may either send your files and descriptive information about those files to the Repository Curator, or you may upload the content yourself following these steps: 

More detailed information about the submission process can be found in our Help section. If you are interested in having the library manage the submission process for you please see the Collections Policy for more information.

15.  What descriptive information do I assign to my work during submission?

During submission the following information about your work is required:

  • Author(s) or Creator(s)
  • Title
  • Date published or created
  • Department
  • Subject keywords/tag (at least one)
  • Type of work (article, photograph, technical paper, etc.)
  • Access information (whether the work is open or restricted)

Additional information about your work is optional and highly encouraged:

  • Publisher
  • Citation
  • Series/Report number
  • Identifiers (ISBN, ISSN, etc.)
  • Language
  • Abstract
  • Sponsors
  • Description

16.  Does Texas ScholarWorks automatically assign any descriptive information or tags?

At the time of submission the Repository automatically assigns:

  • A persistent web address for you and others to cite;
  • The date of submission;
  • The name of the submitter (as this may be different from the author/creator of the work);
  • File format (based on its extension).

17.  How does my department or research unit set up its own collection?

If your department or research unit wants to establish a collection, we are happy to work with you to set up access, membership, and other parameters. Each collection will have one or more people who will help define specific procedures and guidelines. For more information about collection responsibilities, see the Collections Policy. To get started, please contact tsw@utlists.utexas.edu.

18.  Can my department archive conference proceedings in Texas ScholarWorks?

Yes. If the conference is organized or sponsored by UT Faculty or a UT Department, we can set up a collection or a series of collections in the Conference Proceedings and Journals community in TSW. To get started, please contact tsw@utlists.utexas.edu.

 

Submission Questions

19.  What kinds of materials/content can I put into Texas ScholarWorks?

The Repository accepts research and scholarship, as well as works that reflect the intellectual and service environment of the campus. Specifically, all kinds of scholarly research materials and content including pre-prints, post-prints, previously published material (if allowed by the publisher), working papers, technical reports, presentations, data sets, as well as other scholarship not usually submitted for peer-reviewed publications may be submitted to an appropriate collection in the Repository. The work submitted must be ready for distribution (see the Submission and Withdrawal Policy for more information on submission guidelines). For more information about submitting data to the Repository see FAQ #5.

20.  Can I upload video and audio files into Texas ScholarWorks?

The Repository will accept audio and video files; we have no format restrictions although certain file formats are preferred. See the Recommended File Formats policy for more information. Depending on the size of your files and the speed of your internet connection, you may experience difficulties or delays when uploading audio and video files for submission. Submission of any single file larger than approximately 700 MB may require the assistance of the Repository Curator. Please contact tsw@utlists.utexas.edu if you plan to submit files larger than 700 MB. 

21.  What file formats can I submit to Texas ScholarWorks?

Any digital format will be accepted; however, we encourage you to submit in a file format recommended for submission (please see Recommended File Formats for a list of preferred formats).

22.  How does Texas ScholarWorks decide the recommended file formats for submission?

The Repository recommends file formats based on the following characteristics:

  • openly documented;
  • supported by a range of software platforms;
  • widely adopted;
  • no compression (or lossless data compression);
  • does not contain embedded files or embedded programs/script;
  • not a proprietary format.

23.  Is there a limit on file size?

Submission of any single file larger than approximately 700 MB may require the assistance of the Repository Curator.  Please contact tsw@utlists.utexas.edu if you plan to submit files larger than 700 MB. 

24.  Is there a limit on the number of files I may submit?

There is no limit on the number of files you may submit. Should you have more than 100 files for submission, please contact tsw@utlists.utexas.edu to request a batch load.

25.  Can I use Texas ScholarWorks to publish an electronic journal?

You may use the Repository to archive an electronic journal and make it available online; however, the Repository is not an electronic journal publishing system and has no workflows for peer review. The Texas Digital Library (TDL) provides journal publishing services with a peer review workflow for researchers who want to start new journals or migrate an existing peer-reviewed journal to a new online system. Please visit http://journals.tdl.org/ for more information on this service from TDL.

 

Copyright and Intellectual Property Questions

26.   What rights do I grant The University of Texas at Austin when I submit my work in Texas ScholarWorks?

When you agree to our standard Distribution License you grant the Repository the non-exclusive right to:

  • retain, reproduce, and distribute the submitted work;
  • keep more than one copy of the work for purposes of security, backup, preservation, and access, and;
  • migrate the work to various formats as needed in perpetuity for preservation and usability. 

 

For additional information, please see the Copyright and Licensing Repository Policy.

27.  What rights do I retain to my work when submitting to Texas ScholarWorks?

You, or your copyright assignees, retain all your intellectual property rights. The limited rights you grant to the Repository are non-exclusive, and your ability to grant, assign, or retain any and all rights you had before your submission does not change as a result of your submission. For more information please see the Copyright and Licensing Policy. Please note that some publishers may ask that you grant them exclusive rights to your work, thus limiting your ability to use the work as you see fit and perhaps even limiting your ability to submit it to the Repository.

28.  If I no longer hold the copyright to an article or other publication, can I still submit it to Texas ScholarWorks?

Most publishers will allows some version of a previously published article to be made freely accessible online. The Sherpa list of Publisher Copyright Policies and Self-Archiving is the most definitive list of publisher policies at this current time. If you have a list of your publications, Repository staff can investigate permissions for you. You may also contact your publisher directly and ask whether you can submit your previously published work into the Repository. If you have questions about submitting previously published materials, please contact tsw@utlists.utexas.edu.

Initially when you publish you may negotiate with the publisher to retain the right to submit your work to the Repository by using the SPARC Author Addendum or by directly modifying the publisher's license. SPARC offers other useful resources for authors as well (see http://www.arl.org/sparc/author/). Please see the Copyright and Licensing Policy for more information.

29.  Can I place material someplace else if I've already submitted it to Texas ScholarWorks?

It depends. Some publishers will not accept material that has been made available elsewhere; even if it has not been formally published. This is slowly changing, but we do recommend checking with potential publishers to ensure that you can safely submit a preprint, for example, into the Repository. The Sherpa list of Publisher Copyright Policies and Self-Archiving is the most definitive list of publisher policies at this current time.

30.  I just found some interesting work by someone else in Texas ScholarWorks and am about to download it - what can I do with that work once I have it?

Unless otherwise noted in the Repository or the work itself, you should treat the work like any other copyrighted material and may make Fair Use of it as allowed by law.

31.  I found my work in Texas ScholarWorks and I didn't add it. Who uploaded it and why is it there?

The administrators for Texas ScholarWorks occasionally come across UT-authored articles that are free of any copyright restrictions that would limit their distribution. These are usually open access publications that are published with a CC-BY (Creative Commons Attribution) license. Since the repository was established to provide open, online access to the scholarship of the university, we add those articles to Texas ScholarWorks. If you have questions or concerns about your work, please contact Colleen Lyon at tsw@utlists.utexas.edu.

 

Access and Privacy Questions

32.   Can I restrict access to work I submit to Texas ScholarWorks? If so, to whom, and for how long?

Texas ScholarWorks was established to provide open access to the digital works of the University; however, in exceptional cases access restrictions may be warranted. Concerns about access restrictions should be discussed with the Repository Curator before submission of a work occurs. Please contact tsw@utlists.utexas.edu with questions or concerns about restricting access to a work. 

Access to electronic dissertations are open in accordance with the policies of the Office of Graduate Studies; see FAQ #36.

33.  Can I make changes to an item once I've submitted it to Texas ScholarWorks?

The Repository does not support revisions or editing of works once they are in the Repository. However, you may make separate submission of different versions of a work (e.g., submitting both a preprint and a postprint). If you need to make changes to the descriptive information about your work (the metadata), just contact the Repository Curator at tsw@utlists.utexas.edu.

Revisions to electronic theses or dissertations are not accepted; see FAQ #37.

34.  Can items be withdrawn from Texas ScholarWorks?

Under special circumstances, items may be withdrawn from the Repository. Please see the Withdrawal section of the Submission and Withdrawal Policy for more information.

Access to electronic dissertations are open in accordance with the policies of the Office of Graduate Studies; see FAQ #36.

35.  What privacy policies are in place for Texas ScholarWorks?

Texas ScholarWorks adheres to UT's Web Privacy Policy and to the security standards for Category II data.

 

Electronic Theses and Dissertations Questions

36.   I've found my Thesis/Dissertation in the Repository and I don't think it should be there. What do I do?

Graduating doctoral students at The University of Texas at Austin, as of the summer semester of 2001, are required to publish an electronic copy of their dissertation. Master's students, as of fall semester of 2010, are required to publish an electronic copy of their thesis. Texas ScholarWorks accepts deposits of theses and dissertations from the Office of Graduate Studies at UT Austin. These digital documents and their metadata are exposed to Google and other search engines upon deposit so they can be available to the world for viewing and downloading.

For more information please contact:

  • UT Office of Graduate Studies: 512-471-4511
    Or contact the Associate Dean for Graduate Student Services (in writing only, not an email message):
    Dean Neikirk
    Associate Dean for Graduate Student Services
    The University of Texas at Austin
    Office of the Vice Provost and Dean of Graduate Studies
    110 Inner Campus Drive, Stop G0400
    Austin, TX 78712

 

37.  I've found my thesis/dissertation in the Repository, and I'd like to amend it. Can I submit additional material or replace it altogether with a new version?

No. The digital version of your work in Texas ScholarWorks is an exact copy of your submitted version, which was signed and approved by your committee and the Office of Graduate Studies. The UT Libraries cannot accept modified or replacement versions. If you would like more information about modifying your thesis or dissertation, please contact in writing (not an email message) the Associate Dean for Graduate Student Services at this address:

Dean Neikirk
Associate Dean for Graduate Student Services
The University of Texas at Austin
Office of the Vice Provost and Dean of Graduate Studies
110 Inner Campus Drive, Stop G0400
Austin, TX 78712

38.  I'd like to request digitization of a thesis or dissertation. How do I do so?

If the thesis or dissertation is one you authored, please contact tsw@utlists.utexas.edu to request digitization.

If the thesis or dissertation was authored by someone else, please contact InterLibrary Services to request a scanned digital copy: ilslend@lib.utexas.edu.