Library

Five steps to add your item

How to create your publication record in Sussex Research Online

This guide takes you through the basics of creating a publication record in Sussex Research Online. 

Go to sro.sussex.ac.uk.

Click on '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. You cannot edit anything which is live on SRO, but Library staff can update on your behalf if you email sro@sussex.ac.uk.

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.

 

The descriptions should help you choose the most appropriate item type for your record.

Once you have selected the item type click Next.

screenshot of the SRO item type page

2 Upload the full text of your item

Adding the fulltext of an item means your work can be found and read more easily. It is also a requirement for journal articles and conference proceedings within scope of the Open Access policy of the next REF. The version to upload should normally be your 'author's accepted manuscript' or AAM, as this is the version most publishers permit to be used in repositories. This is the final version of your document after any peer-review changes, but before publisher copyediting or formatting takes place. Where possible, save it in PDF format before uploading.

You do not need to complete the licence or embargo information on this screen as staff in the Library will check publisher permissions and apply the appropriate embargo period.

Click on Next 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. 

Have a copy of the publication to hand so you can cut and paste the details to speed up the process.

If you are adding a journal article which has just been accepted you may not have the full details yet. Add as much as you can and the rest will be updated once the article is published.

Title Title of the item. Use sentence case eg Evidence-based design for discoverability not Evidence-based Design For Discoverability.
Abstract Copy and paste this from your version of the paper.

Authors

Editors has the same rules

  • Enter names exactly as they appear on the publication and in the same order. Do not add fullstops after initials.
  • When you enter the surname of a Sussex researcher it will begin to autocomplete. Select the correct person from the list. This will add their Person ID to the record and ensure that the item is linked to the author on SRO and other reports.
  • You may need to edit the autocompleted name to reflect the name as it appears on the paper eg if a researcher publishes using initials rather than their full name.
  • For Sussex researchers set the 'Show in web' option to 'yes' for each author unless you are certain they do not want it to appear on their web profile.
Schools and Departments Select the relevant Department for Sussex authors. If there are authors from more than one Sussex Department, hold down the Ctrl key to select each one.
Research Centres and Groups Add any relevant centres or groups in the same manner. Select more than one using the Ctrl key. Library staff cannot check this information and will assume anything entered here is correct.
Peer-reviewed Indicate yes or no.
Status Describe the current status of the publication itself, not the PDF you have uploaded. This will generally only be 'Accepted' or 'Published' as SRO should not be used to upload work in progress.
Journal Title

Use the full journal name rather than an abbreviation.

Volume/Issue/Page Range

Leave blank you do not have these yet. The details can be updated by Library staff once the item is published.

Dates

If depositing an article or conference proceeding you must complete the date of acceptance.

Funder Information

Add the details of any grants that are acknowledged on the publication by Sussex authors. These fields will autocomplete as long as you can enter one of the relevant codes, such as project name or grant code. Do not include grants awarded to other institutions. 

DOI Number

A DOI (Digital Object Identifier) is a persistent link to an item online. It consists of a string of characters beginning with 10 (eg 10.1021/ja016126t). It may only be available once an article is published.

Official URL

The DOI provides the most stable URL to your item. To make it a URL, just add 'http://dx.doi.org/' to the front eg  http://dx.doi.org/10.1021/ja016126t

Additional Information

Add any essential further information. It will be made public on the SRO record.

Notes to SRO staff

Information in this field will not be made public, but will be read by the Library staff reviewing the record.

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 added the missing information, click on Next again.

4 Select your Subject area

It's not necessary to complete this section as our Cataloguing team will do this for you. The list of subjects is based on the Library of Congress classification as used by the Library but is not meant to be as granular. You can expand a section to see more detailed subjects by clicking on the 'plus', and add a subject by clicking Add.

Click on Next.

5 Deposit.

If you have finished your record click on Deposit Item Now.

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 version and copyright status will be checked. If anything is unclear the Cataloguing team will email you to confirm.Once checks are complete the record will be made live and will appear on your web profile. This will take a maximum of 3 working days from deposit.

If you need to do more work on your record you can 'Save For Later' and edit it the next time you log in to your work area.

Once an item is live in SRO you cannot edit it yourself. You can email SRO to ask for changes or to let us know that an accepted article has been published so we can update the details.

 screenshot of SRO Deposit screen

For help with questions not anwered here contact sro@sussex.ac.uk.