Frequently asked questions

1. About SRO

Sussex Research Online serves to showcase the University’s research and make it globally available.

It is designed to hold full and accurate bibliographic records of Sussex research sufficient to satisfy the reporting requirements of internal and external bodies, such as those required for the REF2021. 

Do I need to add my publications data?

Yes, if you are employed by the University to undertake research. The University passed a policy in August 2011 stating that eligible staff should record metadata for all their research outputs in SRO.

What are the benefits to the researcher?

  • Increases the visibility and impact of your research
  • Maximises the chances of being read and cited where your work is available in full-text 
  • Reach potential research collaborators, funders, and students
  • Easier to comply with funder requirements to make publications available via open access

SRO provides a single, stable archive of research outputs that feeds into other institutional systems and processes (including publications lists on web profiles). It allows the production of research-related lists and reports for individuals and departments. Publication data from SRO was used for the REF2014 submission.

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

If you have joined the University from an institution that used a similar system, it may well be possible for them to provide us with the data relating to your publications directly. Please contact the SRO team and we will begin discussions with staff at your former institution.

Is my data 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.

How do I add or remove publication records from my web profile?

If you are adding a new publication to SRO: In the Details section you will find the Authors field where the author name is added. To the right is a drop-down box with ‘Show in Web’. Select Yes or No as appropriate.

If your query relates to a record already live, email the SRO team with your request, or contact your departmental Research & Enterprise Co-ordinator.


2. Submitting your Research

What can I deposit?

Reflecting the breadth of research at Sussex, SRO can accept a wide range of items including journal articles, books and book chapters, reports, conference proceedings, and multimedia items. These should be peer-reviewed, published (or final) versions.

Which version?

If you are planning to add full text to your record, you are most likely to be able to use the ‘accepted’ version – ie, the author-created version incorporating peer-review comments, but before publisher copy-editing. Few publishers allow the use of their PDF version.  For reliable information on publishers’ copyright policies, visit  The SRO team will check copyright status of all full-text items and make every effort to ensure that they comply with the agreement you made with your publisher.

Do I have to deposit my records myself?

Adding your own records is the most reliable way to ensure they appear as you wish as you, the author, are often the only one with the most complete knowledge of all of your works. Detailed information on how to deposit manually can be found under Advice for authors.

However, it is possible to delegate someone to upload on your behalf, such as a member of the departmental support staff. Training is available - please contact us.

How long will it take to add a record?

Adding a new item manually should take around ten to fifteen minutes once you have familiarised yourself with the system. Using the Import function will speed up the process, as many fields will be auto-completed. This function also enables you to import many records at once.

How do I deposit?

Go to and log in using your Sussex ITS Username and Password. SRO is also accessible via the Sussex Direct ‘Personal’ tab and the Research pages of the University website.This will take you to My Workarea. Click on New Item to begin adding an item manually. At any stage you can click Save and Return. See our How to Deposit Guide for detailed instructions.

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

No. SRO is now the University’s sole central system for managing the research outputs and publication details of its staff.  This will save you time, as SRO feeds publication details through to Web Profiles, departmental Research pages, and other University systems.

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

SRO offers the option to bulk import from a number of sources including EndNote, PubMed, BibTex and others.  We will be happy to assist.

What about full text?

The policy further states that a version (usually the ‘accepted’ version) of the full text of peer-reviewed publications should be deposited at the earliest opportunity.

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

A member of the Library-based SRO team will carefully check the copyright status of all full text items to ensure that they comply with the agreement you made with your publisher. For reliable information on publishers’ copyright policies, visit


3. Support

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

Once a record has been made live, it is not possible for you to correct it yourself. Email us at, giving relevant details, and we will edit on your behalf.  

Is there any help available from my School/ Department?

To edit the details of an existing publication and other queries, you may also contact the Research and Enterprise Coordinator at your school. S/he has editorial rights for your department.