Five steps to add your item

How to deposit your publication record in Sussex Research Online

First, access Sussex Research Online (SRO). SRO can be found via Sussex Direct, under the Research tab; or via the University homepage, by clicking on the Research tab then selecting 'Sussex Research Online' from the left-hand menu.

You can also access SRO directly via this link: , which will open in a new window.

To log in to SRO, select 'Submit an item / Login' and sign in using your normal Sussex ITS username and password.

Once logged in to your workarea, you will see any items you have previously added to SRO. Above this list is an option to import records using a DOI, Endnote file or BibTeX, which we do not cover here (see Importing Records for further information).

Click on the New Item button in the centre of the screen.

screenshot of SRO My Workspace screen showing new item button


1 Select your Item Type. This determines which details you will need to provide.

Adding a Conference Paper? If it’s published, select Article or Book Section instead, as appropriate.

Once you have selected the item type click Next.

screenshot of the SRO item type page

2 Upload the full text of your item (optional but recommended) 

This should normally be the final version of your document (e.g. MS Word file) after any changes have been made due to peer review. Preferably save it in PDF format before uploading, which you can do in Word. This allows users to access it more easily. Staff in the Library will check the copyright status for you. You can check this yourself using the Sherpa Romeo Tool: just enter the journal name.

Click on Next (at the top or bottom) to continue.

3 Add Details

Help is available for every field in the Item Details section. Starred fields are mandatory, and you will be prompted to complete them before moving on to the next stage. The easiest way to fill this screen in is to find the details of the item on the publisher's website (e.g. the article on for a journal article published by Elsevier). 

The following table is a guide for the fields used for a journal article. Other item types have similar fields and requirements but there will be some differences.

Title Title of the item. Use minimal capitalisation.
Abstract Optional. If you have the publisher's page open in another tab/window you can easily cut and paste this across

Creators (authors)

(Editors has the same rules)

  • When you enter the surname of a Sussex reseacher the system will provide a list of Sussex researchers with the same name. Select the correct person from the list. This is vital as it will add their person id in the field on the right and ensure that the item is linked to the correct person.
  • Enter names as they appear on the offical publication/citation, and in the same order. (Example: If they use full first names and a middle initial, then enter the same here. Do not use full stops after initials. You are able to fully edit Sussex names after selecting them from the prompt list) 
  • For Sussex reseachers, you can use the 'show in web' dropdown box on the right next to each author's name if you do not want it to show in the web profile: change the flag to 'No'.
Divisions Select the relevant Department at Sussex. If there are authors from more than one Sussex Department, hold down the Ctrl key and select each department connected to this item.
Refereed Has the item been peer reviewed?
Status Publication status. If the item is available online via a journal's 'early access' scheme, select In Press. If an item is submitted to SRO as In Press then we will check the details again at a later date once it is published to add any additional information, such as issue and page numbers, which might not yet be available.
Citation information Journal Title, ISSN, Publisher, URL, Volume, (Issue) Number, Page Range, (Publication) Date. These form the core part of a citation. Try to complete as many fields as possible. See the next row for the best link to use for the URL.
Identification Number

This is the DOI number for an article. You can find the DOI on the publisher's official page for the article. The DOI consists of a string of characters beginning with 10 (eg 10.1021/ja016126t). It is often located at the top of the article.

Official URL: The DOI also provides the most stable URL to your item. To make it a URL, just add '' to the front. So using the example DOI above, the URL would be

Other fields

This screen has a number of other optional fields that can be used including Corporate Editors, Contributors, Project name, etc. You can click on these titles to expand the fields. These will not be included in the citation itself.

Click on Next to continue. If there are mandatory fields with information missing, a message will appear at the top of the screen explaining the issue. Once you've made the corrections, click on Next again.

4 Select your Subject area

The list of subjects is based on the Library of Congress classification, as used by the Library. You can expand a section - to see more details subjects - by clicking on the 'plus' and add a subject by clicking Add. If you are uncertain, select an appropriate broad main subject.

Click on Next.

5 Deposit.

This will move your record into the Review area where details will be verified and enhanced by the Library.

If you have uploaded a file, the copyright status will be checked. Once checks are complete, the record will be made live. This will normally take a few days, but may take longer in busy periods.

 screenshot of SRO Deposit screen

Click on Deposit Item Now. (If the item is still being submitted/reviewed and is not yet In Press, please Save for Later. It will then appear in your work area when you login again, and you can deposit it at a later stage).

Prefer a printed guide? Print these steps and more: SRO User guide [PDF 251.85KB]

Many records to add? You can Import using EndNote, PubMed, BibTex and other sources.

For detailed account on how to use the SRO, see Sussex Authors User Guide [DOCX 1.69MB]

Please contact for further information.