Frequently Asked Questions
What is Deakin Research Online (DRO)?
What will DRO do for me?
What will DRO staff do for me?
Who may deposit?
What may be deposited?
What must be deposited?
How can I get my publications into DRO?
What if I wish to deposit works in addition to HERDC items, or supporting material such as questionnaires or small datasets?
I have found a record of my work in DRO but the work is not attached. What can I do?
Why do I need to sign a DRO deposit agreement and what does it mean?
What is the dark archive?
What rights do I grant when I sign a DRO deposit agreement?
Do my co-authors also have to give permission for works to be deposited in DRO?
Do I retain copyright to my work in Deakin Research Online?
What may not be deposited?
Tell me about copyright and publishing
What does my publisher allow?
Open access and publishing
What are the funding body requirements for open access?
What are the Federal Government requirements for open access?
Which version should I deposit?
What is a post print?
What is a pre print?
Can I impose an embargo on material being made openly accessible?
Will access to items be removed in some circumstances?
How do I change a FoR on a DRO record? What is a SEO?
How do I find all of my publications in DRO?
Can I get a list of all publications of my Faculty from DRO?
I have a question about DRO. Who should I contact?
What is Deakin Research Online (DRO)?
Deakin Research Online (DRO) is Deakin University's institutional research repository.
- It stores and preserves your work in an organised and easy to find way
- It enables you to comprehensively report research, including that not eligible for HERDC (many output options are available)
- It supports you in keeping your web page and CV up to date
- It can speed up the scholarly communication process (no publishing delays)
- If full text is supplied, it fulfills government and funding body open access requirements (NH and MRC, and ARC)
What will DRO staff do for me?
- Double check against the published version to ensure all details about your work are correct for reporting
- Link your publications to the online version, or if in print to where they may be borrowed or purchased
- Check the copyright of any version that you send, and enable access in line with legal requirements (Note that >90% publishers allow open access to a version of a work)
- Seek clarification from publishers as required
- Store versions appropriately (if open access to a publication is not allowed, we can still store it in a dark archive)
Who may deposit?
Anyone contributing to research at Deakin i.e. staff, students, and affiliates.
- All research publications; and
- Any outcomes of research that can be captured and presented over the web, including performances and presentations
- Original creative works
The deposit table identifies most types of material that may be deposited, and whether both description and deposit are mandatory or optional.
- From 2009 all new published material to be counted as part of the annual research collection and reported to the Federal Government must be deposited using faculty procedures
- All material published between 2005-2010 for researchers employed at Deakin University on 31st March 2011 must be described for the 2012 ERA review. This includes mostly items that would have been suitable for the annual report, as well as publicly presented research material from the creative arts. Further information is available from the Research Services Division ERA web site.
- Other material as specified for funding bids e.g. SRCs
How can I get my publications into DRO?
- Current year publications that fall into the HERDC category A1, B1, C1 or E1 should be submitted through your faculty administrator. Some faculties require all current publications to be reported through them. For details see Deakin University's Publications Collection.
- All other publications, including items published prior to your appointment to Deakin University should be sent in a list to DRO at drosupport@deakin.edu.au, or someone may create a record on your behalf..
- All publications added to DRO are checked to the online version if available, and links are provided. If not available online, please ensure that you send copies to the Faculty Administrator or DRO according to the categories above. The DRO team accept email attachments or items via the post.
What if I wish to deposit works in addition to HERDC items, or supporting material such as questionnaires or small datasets?
You can do this yourself, or send a list the DRO team.
- To add a record just login to DRO with your university user name and password.
- Each item deposited should be described on a separate record. However supplementary items may share a record with a publication where the material only relates to that single publication.
- A new record should be added for another version of a publication. In this case links may be made between records that describe each version.
- The DRO staff will check that you own copyright; or the publisher has given you the right to self archive or deposit in an institutional repository before it is made openly accessible. If these rights do not exist the record will be visible but the works will be stored in the dark archive.
I have found a record of my work in DRO but the work is not attached. What can I do?
- A work may not be visible because:
- You have not signed a deposit agreement with us, or
- We need a different version of the work (e.g. the accepted manuscript), or
- The publisher will not allow any version to appear in open access
- As with any correction to be made to DRO, you can send your material to the DRO support team as an email attachment; on a CD; or, if in print, through the mail.
- email: drosupport@deakin.edu.au
- If sent through the mail, or handed in at your campus library please mark for the attention of DRO Support, Library, Geelong Waterfront Campus.
- Please indicate if you need the material returned.
Why do I need to sign a DRO deposit agreement and what does it mean?
- A deposit agreement is not required for your work to be described in DRO or to store a copy of your work in the dark archive.
- A deposit agreement is required to make your work visible to the public. This uses copyright that you either retained, or in many cases the publisher returned to you as part of their agreement with you. The deposit agreement gives sufficient permission to make a copy of the work available and store and preserve it unless and until you revoke that permission.
- Once you sign a deposit agreement a published version of your work will be made publicly available where the publisher specifically allows this.
- Where the publisher only allows the accepted version of the manuscript (the post print) to be made visible you will need to send this version to the DRO team if you want to make it openly accessible
What is the dark archive?
The dark archive refers to material stored in DRO where access is limited to very few.
- Items in the dark archive are available to the small number of administrative staff involved in managing the accuracy of records in the DRO or reporting research outputs from it to the Government.
- Access to copies of your own work will be made available to you once you log in. This registers you as a user. Please request access to your works already in DRO prior to your registration.
What rights do I grant when I sign a DRO deposit agreement?
When you sign a deposit agreement, you grant to the University a non-exclusive right to:
- distribute copies of the work
- electronically store, convert or copy the work(s) to ensure their future preservation and accessibility
- incorporate metadata or documentation into public access catalogues for the work(s)
- remove the work(s) for professional or administrative reasons, or if they are found to violate the legal rights of any person
Do my co-authors also have to give permission for works to be deposited in DRO?
No, not if the work is only stored in the dark archive
Yes, for copies to be made openly available as they own the same rights as you to the work
- It doesn't have to be formal
- It is highly likely that they will want to deposit in their institution's repository too
- They will appreciate the publicity
- We can send you a form of words that you might like to adapt for any co-authors 'not on campus'.
See the DRO deposit agreement for details.
Do I retain copyright to my work in Deakin Research Online?
You retain any rights that you had prior to deposit. If you owned copyright prior to deposit you are free to publish this work or works elsewhere in their present or future versions.
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 administrative reports
Tell me about copyright and publishing
Publishing agreements are a necessary requirement of getting an item published. In the agreement the publisher will either seek transfer of copyright from you, or an exclusive licence or a non exclusive licence. Many publishers provide in the agreement or on their web site additional information about the rights that their authors retain.
- A non exclusive licence will usually give the publisher permission to publish the item and you retain ownership of copyright.
- An exclusive licence will assign certain rights to the publisher. This may not allow you to do what you need to do, so it is imperative that you read it carefully.
- Copyright transfer transfers your copyright to the publisher. Unless the publisher returns some of rights to you, you may need to seek permission to do what you need with your work, e.g. photocopy your work for students, present it at a conference, deposit it in DRO... Again, you must read this carefully.
- Author's rights should be read in conjunction with the copyright agreement to understand what rights you retain
- Most publishers now return to authors some of their rights
- Many publishers will return to you the right to do certain things that are necessary as part of your role.
- This commonly includes the right to deposit a version of your work on your web site and/or a not-for-profit repository.
- Some publishers are prepared to accept an addendum to their agreement.
- Information about rights you may need and how to go about using an addendum is provided
- A sample addendum that you may adapt is provided also.
More advice on what you should consider in relation to copyright in your material, including licensing and open access when publishing may be found at Deakin University Copyright Guidelines and Requirements.
What does my publisher allow?
British-based, the Sherpa/RoMEO database provides information about self archiving policies by publisher or journal titles, including in many cases links to the publishers policy or the text of the copyright agreement.
The more recent, Australian-based, Oaklist database provides similar information for many smaller Australian publishers and titles.
The DRO team uses these databases and direct contact with publishers to establish permissions where they are unclear or unknown.
- We always check permission before allowing your work to be visible to the public.
- We seek advice from the University Copyright Officer and/or the University Solicitor if required.
- We are very happy to assist you to in understanding what your publisher allows.
Open access and publishing
Open access is intended to provide free open access to publicly funded research. Deakin Research Online is an open access enabled repository set up in line with funding body and federal government requirements.
A full discussion of the ramifications of open access in the Australian environment, including open access publishing, may be found in Understanding open access in the academic environment.
The two main paths to achieve open access have been succinctly summarised by JISC.
- Open access journals - An author publishes his/her research in an open access journal. The article is peer reviewed and published as with traditional journals. However, libraries don't pay subscription fees and the online version is freely accessible to all. See the Directory of Open Access Journals (DOAJ) for a list.
- Open access repositories - An author deposits a copy of his/her article in an open access repository that is freely accessible to all. This could be an institutional repository, a subject-based repository, or both. Because the author deposits the article, this is known as 'self-archiving'. See Australian Research Online to search across all Australian university repositories.
Each approach is different, but the end result is the same. The author's article is available on the Internet and freely accessible to all.
Publishing in open access journals is sometimes called the 'gold road' to open access and self-archiving is called the 'green road'.
What are the funding body requirements for open access?
Many research funding bodies now require open access to the outputs of research funded from their grant awards. Information about these requirements, with links to policy documents for each body, may be found at Sherpa/Juliet.
What are the Federal Government requirements for open access?
The Federal Government is also directly requiring public access to publicly funded research and has made resources available to establish and support the infrastructure to achieve this end, including the funding that enabled the establishment of DRO.
First expressed in the Accessibility framework (2004), the Government is considering the Review of National Innovation System report (Venturous Australia) in 2008 which reinforces open access to publicly funded research. ERA also requires open access to all items under review if the copyright is owned by the University or the author has retained sufficient rights.
Which version should I deposit?
Please supply the following versions:
- The published version as supplied by the publisher
- If copyright prevents public access, it will be stored in the dark archive and access will be provided only to you and limited administrative staff;
AND
- If copyright prevents public access, it will be stored in the dark archive and access will be provided only to you and limited administrative staff;
- The accepted version or post print, i.e. your last version, accepted by the publisher, corrected after peer review.
- The text should be identical or very close to the published version
- You are allowed to make all changes from the peer review process to your item
- This is the version most likely to be publicly accessible
DO NOT SUPPLY
- 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 you have agreement from the Head of School to do so.
DRO staff ensure that the best version allowed is made publicly available. They will substitute a better version if permitted after expiry of a publisher embargo period.
What is a post print?
A post print is the final version of your manuscript that has been accepted for publication. It is sometimes called the accepted version. In essence it should be the same as the published version without the publisher's formatting. A post print must include corrections made through the peer review process. The document may be reorganised back into the form that it was intended to be read if the publisher's deposit system required it to be temporarily rearranged e.g. by the separation of illustrations from text.
What is a preprint?
A preprint is the version, usually the original manuscript, submitted to a publisher without any corrections from the peer review process. This version is not preferred but will be accepted for DRO if no other version may be made accessible. Permission is required from the Head of School to add it. Usually this will be replaced by the post print or published version when an embargo by the publisher expires. In anticipation you may also send us the post print to keep hidden until it may be made available.
Can I impose an embargo on material being made openly accessible?
Yes. Embargos can be applied to suppress access to items for a limited period of time. It is very rare for material to be embargoed permanently. Typical reasons for an embargo include:
- Results have not yet been published, and public exposure could jeopardize future publication opportunities
- Contractual obligations with commercial organisations or funding bodies
- Royalties that accrue from some publications
- Copyright ownership, including publisher's licence agreement (publishers may require an embargo for 6 or more months)
- Cultural or privacy reasons
Will access to items be removed in some circumstances?
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.
How do I change a FoR on a DRO record? What is a SEO?
- Field of Research (FoR) and Socioeconomic Objectives (SEO) are codes assigned by the Australian Bureau of Statistics and are widely used to classify research across Australia and New Zealand. A copy of the schema is provided for your convenience by Research Services Division at the following pages: http://www.deakin.edu.au/research/admin/grants/abs_codes/for-2008-codes.php and https://www.deakin.edu.au/research/admin/grants/abs_codes/seo-2008-codes.php
- Each researcher may choose up to three of each to ensure that their research is classified correctly. The first FoR is reported to HERDC. ERA requires the use of up to three in order to select non journal items into clusters for evaluation. FoRs and SEOs may also be used for other reviews of research strengths. Researchers should add them when they enter records on DRO or put them on forms when Faculty staff create records on their behalf
- As with any other change or correction to be made to DRO, you should inform us by email: drosupport@deakin.edu.au or telephone: 5227 2700
How do I find all of my publications in DRO?
The best method is to use the Search option.
1) At the advanced search screen, use the Deakin researcher box.
2) Click in the name box and quickly type the first characters of your surname, else use the scroll bar at the right to browse.
3) Click on your name and click the search button at the top of the page.
The search results may be sorted in several orders, presented in several display options or exported.
Can I get a list of all publications of my faculty from DRO?
Yes, by using the search option. At the advanced search screen use the collection box and, holding the control key on your keyboard, click on the Faculty and each schools/centres you wish to include whilst scrolling through the alphabetical list.
I have a question about DRO. Who should I contact?
Deakin Research Online
Deakin University Library
Geelong Waterfront Campus
E: drosupport@deakin.edu.au
T: +61 3 5227 2700
F: +61 3 5227 8000
Or your Research Librarians:
Josipa Crnic
Library, Geelong Waurn Ponds Campus
E: josipa.crnic@deakin.edu.au
T: +61 3 522 71186
Linda Kalejs
Library, Melbourne Burwood Campus
E: linda.kalejs@deakin.edu.au
T: +61 3 925 17018
