Frequently Asked Questions

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How do I create an account in Scholarship@Western?

To create an account:

  1. Select My Account from the top navigation bar.
  2. Choose "Sign up" option.
After you provide your name, email address, and initial password, the system will confirm registration via email.

To log into your account:

Select My Account from the top navigation bar and enter your email address and password. If you forget your password, you can enter your email address without a password to receive your password by email. If you want to change your password, go to the "My Account" page and choose the "Edit Profile" option.

For more information, see

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How do I upload to a Department Series?

From the "Author Corner" in the left navigation column, select "Submit Research." This will take you to a list of Department Series. Select the appropriate department. (Most departments have separate areas for publications and presentations, and some have additional content areas; please be sure to select the most appropriate section!)

After selecting a Department Series, you’ll be directed to a form that asks you to describe elements of your submission. The more you fill out, the more discoverable your research will be!

Before submitting the form, you’ll need to provide the document that you want entered into Scholarship@Western. You will have the option to either upload the document from your computer or link out to a file on a remote site. The second option is useful if the file is already uploaded elsewhere online, as it allows you to paste a link to the file.

Your submission will not be visible right away, but you'll receive an email notification once it is. The link provided in the email will direct you to the final posting.

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How do I create an Expert Gallery Page?

We first recommend depositing your works into Scholarship@Western, as you normally would.

To then build your profile:

  1. Go to, click on the "Menu" link.
  2. Login if you already have an account.
  3. Once logged in, on the "Build your SelectedWorks" prompt, choose a URL (note—it cannot be revised afterward).
  4. Choose up to three research disciplines.
  5. Enter your institution, organization, position, and position title.
  6. Check the box next to "I agree with the Terms of Service."
  7. Click "Create Profile" – now you’ve got a profile!

To add works:

Click on the "Works" link on your profile followed by "Add Works," where you’ll be given an option to upload a file, add a link, or import works. If you've already deposited works into Scholarship@Western in the standard fashion, importing works will retrieve all works in the bepress system associated with your name and email address and automatically bring them into your profile. You may repeat this periodically to gather works posted in the future.

For more information, see

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I use ResearchGate, why would I use the IR too?

A few reasons! While Scholarship@Western is committed to openness and re-use of data, social networking sites like ResearchGate do not permit users to take their own data for re-use elsewhere. Additionally, while library professionals and data specialists staff our IR to ensure long-term preservation, ResearchGate is an independent for-profit company that could potentially discontinue its service at any time. For more, see "University of California Office of Scholarly Communication": A social networking site is not an open access repository.

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Can I post this paper?

To verify your self-archiving permissions and author rights for a paper, use and consult the journal’s website. You can also check with SHERPA RoMEO, an online resource that summarizes the self-archiving permissions and rights given to authors by different journals.

In many cases the Author Accepted Manuscript can be posted free of charge in an open access disciplinary or institutional repository, like Scholarship@Western, within 12 months of publication to meet Tri-Agency Open Access Policy requirements. The Author Accepted Manuscript, also known as a post-print, is the author's final submitted version of an article; it’s the version of the article that has been peer reviewed and revised, but not yet prepared as a final PDF by the publisher.

If you have additional questions please contact

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Can I post a reprint from a journal?

It depends on what the journal allows, which is usually specified in the author agreement. Permissions for many publishers can also be found at SHERPA RoMEO. If it would not violate copyright to post the reprint on Scholarship@Western, you're welcome to do so!

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A working paper in our repository site has been published in a slightly revised form in a journal. What should I do?

Many journals do not have any restrictions on working papers that preceded an article, especially if substantial revisions were made. To be sure, check your author agreement with the journal or consult SHERPA RoMEO to confirm that there is no problem with leaving the working paper on the site. The repository would constitute non-commercial use.

Assuming the working paper does remain in the repository, it’s a good idea to include the citation to the published article on the cover page of the repository working paper. Please contact the repository administrator to request this change.

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My paper can only be made available after an embargo period. Should I postpone deposit?

No need to postpose. You can deposit whenever you’d like and place an embargo during submission. When depositing you can indicate the date on which you have permission to make your paper publically available. It will be automatically made available on that date.

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I don't have electronic versions of old working papers that I'd like to include in the repository. Is it okay to scan the printed page to a PDF file?

Yes--scanning printed pages is a great way to create PDF files for inclusion in the repository. There are two ways to scan a page: using OCR (Optical Character Recognition) or scanning the page as an image. Making OCR scans requires careful proofreading, and it’s important to keep in mind that the original formatting of documents will be lost. However, OCR scans can be searched and image scans cannot. The best solution takes advantage of both of these methods. Many software applications allow for the OCR capture of image scans. When documents are scanned this way, users see the image scan but search the full-text of the document. This is the preferred method for scanning documents for the repository.

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When I copy and paste abstracts into the Submit form, some formatted text reverts to plain text. What's going on?

When copying abstracts from a word processing file or a PDF file, and pasting the text into the submission form, you are taking text from an environment that supports fonts and text style changes. Because the abstract is intended to be presented on the web, text styles must be specified using HTML codes.

If submitting an abstract in HTML format, please be sure to select the corresponding option on the submission form.

The following HTML tags are recognized by the system and may be used to format an abstract (use lowercase tags):

How to include HTML tags

HTML tags
<p> - paragraph
<p>This is the first paragraph.</p>
<p>This is the second paragraph.</p>

This is the first paragraph.

This is the second paragraph.

<br /> - line break
<p>This is a line of text with a linebreak here. <br /> This is text after</p>

This is a line of text with a linebreak here.
This is text after

<strong> - strong/bold
<strong>bold text</strong>

bold text

<em> - italics/emphasis
<em>italicized text</em>

italicized text

<sub> - subscript
Text with <sub>subscript</sub>

Text with subscript

<sup> - superscript
Text with <sup>superscript</sup>

Text with superscript

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How do I include accents and special characters in the abstracts and titles?

The repository software supports the worldwide character set (Unicode, utf-8). Accents, symbols, and other special characters may be copied and pasted into the abstract or title field from a word processing file or typed in directly. Windows users may also use the Character Map to insert these characters. Macintosh users may use the Character Palette (available via Edit > Special Characters in the Finder).

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How can I submit a multi-part file, such as multiple chapters for a book?

You’ll need to combine all of the parts together as a single Microsoft Word or PDF file and submit that file.

To make one PDF file from multiple files, open the first PDF file and choose Document > Insert Pages from Acrobat's menus to insert the second file (indicate that it should go after the last page of the first file). Repeat for all documents. The result will be one compound PDF file that may then be submitted.

If you feel that the single PDF file might be too large for some people to download, we suggest that you submit the consolidated file as the full text of the article. You can then upload the separate chapters or sections of the document as Associated Files. These files will appear on the webpage alongside the complete document.

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Can I post related files (sound clips, data sets, etc.) alongside the published article?

Yes. The bepress system refers to these supplementary items as Associated Files. You will be prompted to submit Associated Files when you upload your submissions. The name of the files you upload will appear on the website along with your short description of them. Viewers must have the necessary software to open your files; that is not provided by the bepress system.

Please be sure that you have permission to use the associated material. Sometimes, especially with images, you must write a letter seeking permission to use the material before it can be posted.

Also note: where possible, items such as images, charts, and tables that are referenced in the document (or are otherwise an integral part of the document) should be included directly in the article itself and not posted just as associated files.

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How do I revise a submission?

To revise a submission that has been posted to the repository, contact the repository administrator with the new version.

If the submission has been submitted, but not yet posted, you may revise it via your "My Account" page:

  1. Locate the article on your My Account page and click the title.
  2. Click "Revise Submission" from the list of options in the left sidebar.
  3. Enter your changes in the Revise Submission form, and click “Submit” at the bottom of the page to submit your changes. (You only need to modify the portion of the form that corresponds to the changes you wish to make.)

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