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eScholarship Submission Guide: Submission Instructions - Library Personnel

These are instructions for UC San Diego Library personnel to submit articles, chapters, posters, and presentations to the Library research unit in eScholarship. 

UC San Diego faculty, staff, and students who want to deposit articles and other works can refer to the eScholarship Repository User Guide for more information on depositing:

  • UC Presidential Open Access Policy deposits
  • Published articles, books, book chapters, and non-textual media
  • New works not previously published elsewhere, such as working papers, new books, data sets and more

 webinar Introduction to the UC Open Access Policies & UCPMS. Please find below the materials from the webinar: 

 

Deposit Submission Instructions

  1. Go to the UC San Diego Library research area in eScholarship: https://escholarship.org/uc/ucsd_libraries.
  2. Click Deposit in the upper right corner of the screen, and select the series where you want to deposit your work. 
  3. Login to eScholarship, or create an account if you do not have one.
  4. Once logged in, you should be on the eScholarship submission form, with your selected series identified in the grey tab at the top. 
  5. To begin the deposit, select from one of the options, and begin completing the fields.
  6. Complete the steps below, based on the work you are depositing.
  7. Click Submit to complete.
  8. You should be directed back to your account page, with Manage Existing Deposits and a note that there is one pending item. You should be notified once it is approved. 
  9. You can return to Manage Existing Deposits if you need to make changes (add/replace a file or update the metadata). If you do, you will be required to include a Revision Comment and to check the Deposit Policy Agreement again.

To Submit an Article, Book, or Book Chapter:

  1. Select the appropriate choice: Paper / Article or Book / Chapter.
  2. Complete the fields as appropriate. As you move through the form, help screens will pop up in the sidebar. You can add co-authors as needed
  3. When you get to Content:
    1. Click Browse, then select the PDF (or Word document) you want to upload. Note that the final author version is preferred, unless  the article is open access and you have permission to post the publisher's version.
    2. If the article is already available in an open access repository, you can enter the URL instead. The eScholarship record will just link out to the article. However, this is only an option for articles, and not books or chapters. 
  4. For Supplemental Files:
    1. Information about supplemental files is in the Content sidebar. Use that Browse button to select additional files, including datasets and graphics. There is more flexibility here for different file types.
  5. For Data Availability:
    1. You can treat data as Supplemental Files and upload accordingly. You also have options to link to the data if hosted in another repository, state that it's in the manuscript, or that you will make it available upon request.
  6. For Descriptive Information:
    1. Use these fields to enter some keywords and the abstract to make the work more discoverable. The Custom Citation is optional, but you may want to add something later once your work is posted and you want to offer an alternative to the citation generated by eScholarship.
  7. For the remaining check boxes at the end of the form.
    1. Check the first box if you need to set an embargo date, then enter that date.
    2. The second box allows you to set a Creative Commons license if you prefer. More about Creative Commons.
    3. The third box is your confirmation that you have reviewed the Deposit Agreement.
  8. Click Submit when you are ready to do so. 

To Submit a Poster or Presentation:

Adding posters and presentations to eScholarship is somewhat odd. You can (and should) select the Presentations and Posters series as appropriate, but there is no actual option on the Submission Form for posters and presentations.

Option 1 (recommended):

If your poster or presentation has been saved as a PDF, select Paper / Article and set the Publication Status to "not yet published." This option eliminates a required Journal Name field. The "published" and "accepted" options require that you include a journal title.

  • The work is treated as an Article in the eScholarship search facets.
  • You will get the thumbnail preview of your work on the landing page. This is also the best option to use if you are depositing text files in the Other Documents or Reports and Studies series.
Option 2:

If you want to deposit your file as a Powerpoint or image file, select Non-Textual and complete the form. However:

  • The work is treated as Multimedia in the eScholarship search facets.
  • On the landing page for your work, you will not get a thumbnail preview. Since this deposit option is intended for file formats other than PDF/DOCX, users will get a link to download the file, but no preview.

Once you select how you want to deposit your work, just fill in the fields (see left column for more information). Attach your file(s), add keywords and metadata, review those final 3 checkboxes, and Submit when ready.

Special Considerations for Poster and Presentation Deposits:  

  • If the poster or presentation was delivered at a meeting or conference, include that information (where, when) in a statement after the abstract text.
    • The recommended citation formatting in eScholarship doesn't work well for posters and presentations. Consider creating a custom, recommended citation in a standard (APA, MLA, etc) style.
  • As some (or many) of your slides will not be as clear to someone reading them without the context of your talk, consider including a script.
    • You can add this as a supplemental file, and add this as a note after the abstract.
    • If you included notes in the original Powerpoint or Google slidedeck, you can print/save to PDF that version and deposit one file.