Library

Frequently asked questions

1. Where can I deposit my research outputs?

Sussex Research Online (SRO) is the institutional repository for Sussex, and the place to upload your publications.

2. Do I need to add my publication details to SRO?

Yes, if you are employed by the University to undertake research.

University policy requires eligible staff to record details of their research outputs.

In addition, the full text of journal articles and conference proceedings should be deposited, subject to publisher permission. Adding these publications to SRO is a way of meeting funder open access requirements, including for REF2021, as well as making your work more easily discoverable. We recommend uploading your author's accepted manuscript. See below, 'Which version of the manuscript should I upload?'.

 

3. Where can I deposit my research data?

If you have research data supporting your publications, these should be added to the University of Sussex Research Data Repository

This has features specifically designed to support data access. For example, you can assign a DOI to your dataset.

If your dataset supports a publication on SRO, Library staff will ensure links are included on each record directing to the other.

Further information about the University of Sussex Research Data Repository may be found here.

4. What are the benefits to me of adding my work to SRO?

For authors, these include:

  • Greater visibility of your work leading to increased access, more downloads and increased citations
  • Compliance with funders' open access policies
  • The  possibility of showcasing the work of a specific research group
  • Meeting open access requirements for REF2021
5. What are the wider benefits to society of adding my work to SRO?
  • Opening up of research literature worldwide
  • Giving access to research for those who are ultimately funding much of it - tax payers
  • Better access to the scholarly literature for researchers in developing countries
6. What are the benefits to the University?
  • Increased visibility of the research being carried out at Sussex
  • Increased potential for collaboration, and attracting research students
  • A showcase for the University's research

 Adding your publications

7. How do I deposit in SRO?

A quick guide is available here

8. Will I have to re-enter my publication details elsewhere?

Not internally, no. SRO is the University's sole central system for managing the research outputs and publication details of its staff. SRO feeds publication details through to web profiles, departmental research pages, and other University systems. SRO is also the source of publication information for REF2021.

Your funder may have additional requirements for making outputs available externally, such as ensuring deposit in Europe PMC.

9. Which version of the manuscript should I upload?

We recommend you upload the author's accepted manuscript (or AAM; sometimes also referred to as a 'postprint'). Most publishers allow this version to be uploaded to an institutional repository, often with an embargo period specified. This is the author's final version incorporating any peer-review comments, but not the publisher's formatted and copy-edited final PDF. With few exceptions, publishers do not allow the use of the final PDF, unless Gold open access has been paid for.  

The AAM is the version required as a minimum to fulfil REF2021 and other funder open access requirements. 

10. Should I be concerned about copyright issues if I upload full text?

LIbrary staff will check copyright status of all full-text items added to SRO, and will apply the appropriate restrictions to the full-text of your paper, whether this is applying an embargo period or restricting access completely.

You do not need to check publisher permissions yourself when depositing in SRO.

11. How long will it take for a record to appear on my web profile?

Records will be checked and made live within three days. 

12. My accepted article is publicly available from SRO, but it hasn't been published by the journal yet. Why?

Some publishers (for example SAGE) permit the author's accepted version of the article to be made available immediately upon acceptance.

Library staff will make articles available according to the publisher guidelines. If your agreement with the publisher differs from their standard policy please contact sro@sussex.ac.uk  before adding the item to SRO.

Support

13. I have seen an error in one of my publication records on SRO. How can I correct it?

Once a record has been made live, you will no longer be able to edit it yourself. When you look at your live publication record as it appears publicly on SRO, you will see a 'Request an update' button. Click this to email SRO with details of your request. Alternatively, email us directly: sro@sussex.ac.uk

14. I'm a new member of staff. My publication records are held in my previous institution's repository. Can you import them?

We cannot support direct repository - repository import of publication records. 

It is usually possible for authors to export their publications data from a previous repository in a format which can then be imported into SRO.

For published outputs, another option is to use third-party journal databases (such as Scopus) which offer reliable bibliographic data. This information can be exported in formats suitable for bulk upload to SRO. 

Alternatively, if you know the DOI of published articles, this can be used to import information.

In all cases, however, Sussex-related fields will need to be completed manually on each record. These include your Person ID and Department. Without this information the record will not be linked to you.

Please contact the SRO team for further details on sro@sussex.ac.uk.

15. I have a lot of records to add, and am concerned about the time it will take. Can you help?

The Library is not able to deposit publication records on your behalf. We can offer advice on importing details of published items from a number of sources (including via DOI, BibTex, and PubMed ID) to SRO, which will save some time. Sussex-related fields, however, will still need to be manually completed.

If you have any queries about how to create a record on SRO, importing records, or would like to book a 1:1 SRO support session, contact us at sro@sussex.ac.uk.

16. Is there any help available from my School/Department?

Departmental procedure for adding records to Sussex Research Online varies.  Check the process for your department below, and contact your Research & Enterprise Co-ordinator for further information. 

BMEc: Researchers should add their own publications. Assistance is offered to new staff in adding their publication history (contact Joy Blake).

English: Researchers should add their own publications. Assistance is offered to new staff on request (contact Laura Vellacott).

ESW: Researchers should email eswresearch@sussex.ac.uk with details of their publication, and it will be added to SRO on their behalf.  Contact: Deeptima Massey

Global Studies: Researchers should add their own publications. Details of newly-accepted articles (only) may be forwarded for deposit on researcher's behalf, if preferred. On request, assistance is offered to new staff in adding their publication history. Email globalsro@sussex.ac.uk

HAHP: Researchers should add their own publications. Assistance is offered to new staff in adding their publication history. 

Engineering/Informatics: Researchers should add their own publications.

LifeSci: Researchers should add their own publications.

LPS: Researchers should add their own publications.

MFM: Researchers should add their own publications. 

MPS: For recently accepted publications, researchers should follow the process explained here. Researchers should add earlier publications themselves. Assistance may be offered to new staff in adding their publication history. Email mpsresearchsupport@sussex.ac.uk

Psychology:  Research faculty can email PsychologySROupload@sussex.ac.uk with details of their publication, and it will be added to SRO on their behalf. Students and other faculty should add their own publications. 

 

BSMS

If you are a researcher at BSMS your Divisional Assistant may be able to upload your publications on your behalf. Contact: Lisa Mclaren

Managing your web profile

17. How can I manage which SRO records show on my web profile?

You are able to choose which of your SRO publication records displays on the 'Selected publications' tab of your Sussex web profile. For example, you may not wish to highlight conference papers, or you may wish the focus to be on your more recent journal articles.The publications will still be accessible via SRO. 

If you are adding a new publication to SRO, you can ensure it will not display as follows :

In the Details section of the record you are creating, you will find the Authors field where the author name is added. To the right is a drop-down box with the header 'Show in Web'. Select Yes or No as appropriate. (If no selection is made, it will save to Yes by default).

If your query relates to a record already live, email the SRO team with your request. 

18. Are my SRO records deleted if I leave the University?

No. The University's aim is to create and maintain a full historical record of research output. You can, of course, add your full publications record to your new institution's repository.

19. My co-author has created a record on SRO, but it's not showing on my web profile. Why?

Publications in SRO are linked to you via your Sussex Person ID.

We ask that depositors complete this, as well as the correct department, for all Sussex co-authors. If the Person ID is missing, the publication will not show on your web profile. 

Please do not create a duplicate record.  Email sro@sussex.ac.uk and request that your Person ID is added to the existing record.

 Contact details

20. How do I contact you?

Email us: sro@sussex.ac.uk

If your query is about open access, email: openaccess@sussex.ac.uk