Deposit process

Who may deposit?

Anyone contributing to research at Deakin i.e. staff, students, affiliates and faculty support staff.

What may be deposited?

  • All research publications and
  • Any outcomes of research that can be captured and presented over the web, including performances and presentations.
  • Original creative works

What must be deposited

From 2009 all new published material to be counted as part of the research collection and reported to the Federal Government must be deposited. This table identifies most types of material that may be deposited, and whether both description and deposit are mandatory or optional.

What may not be deposited?

Any material that doesn’t meet the criteria of research, such as

  • Teaching materials e.g. lecture notes, reading lists
  • Multimedia teaching resources not related to research outputs
  • Administrative materials such as committee papers and reports

Embargos

Embargos may be required to suppress access to items for a limited period of time. It is very rare for material to be embargoed permanently. Typically reasons include:

  • Results have not yet been published, and public exposure could jeopardize future publication opportunities
  • Contractual obligations with commercial organizations or funding bodies
  • Royalties that accrue from some publications
  • Copyright ownership, including publisher’s licence agreement
  • Cultural or privacy reasons

Conditions

Access to material will be suppressed in the following circumstances:

  • If the publisher requires it
  • If the paper proves scurrilous, plagiarises, is libellous or breaches copyright
  • If the author requests removal and this is approved by the faculty advisor.

If the mere knowledge of the existence of the work were deemed a breach of confidentiality, or it is of such a sensitive nature that great harm could come from its exposure it would be safer not to add it at all.

Which version to deposit?

In order to support all reporting needs (HERDC, ERA, funding body etc) authors are requested to supply the following versions:

  • The published version as supplied by the publisher
    • If copyright prevents public access, access will be provided only to the author and limited administrative staff.

AND

  • The accepted version or post print i.e. the last version, accepted by the publisher, corrected after peer review *
    • The text should be identical or very close to the published version
    • Authors are allowed to make all changes from the peer review process to your item
    • This is the version most likely to be publicly accessible

NOT

  • the preprint i.e. the author's original version as sent to the publisher before peer review (not preferred) unless:
    • The copyright agreement with the publisher prevents public access to the published or accepted version (above)
    • Or limits access to a later version for a significant period (6 months +)
    • AND the item has been accepted for publication
    • AND there is permission from the Head of School to do so.

*Peer review is an acceptable form of quality control.

DRO staff will check copyright conditions and ensure that the best version allowed is made publicly available. We will substitute a better version if permitted after expiry of a publisher embargo period. Other non peer reviewed collections e.g. working papers may be deposited in a purpose built section of the repository after negotiation with the Head of School and the Repository Manager.

A record for every item?

Each item deposited should be described on a separate record. Supplementary items may be deposited on the same record, however where another version is quite distinct, separate records should be used for each. Links may be made between records that describe and contain related works. Questions to ask when adding more than one file or link to a record are:

"Is this another version of the same intellectual work?"

or

"Does this material supplement the work described?"

If the answer to either of these questions is yes, then add it to the record. If no, then create a new record for the additional file.

How do I deposit an item?

Follow the instructions to create a new record within DRO and upload the work to it.

Every reasonable effort has been made to ensure that permission has been obtained for items included in DRO. If you believe that your rights have been infringed by this repository, please contact drosupport@deakin.edu.au.