Frequently asked questions

1. About SRO

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

SRO is a permanent record and online archive of research outputs from the University of Sussex, including the Brighton and Sussex Medical School. It provides access to the metadata and, where possible, a publicly available copy of the output, with an aim to maximise the visibility of, and access to, the University’s research. The repository will be the primary source of research output metadata for the institution,  including 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 an updated policy in June 2015  stating that eligible staff should record metadata for all their research outputs in SRO, together with the full text, wherever possible. In the case of journal articles and certain confererence proceedings, researchers are required to deposit the Author's Accepted Manuscript (AAM) within three months of acceptance to ensure compliance with future Research Excellence Frameworks.

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 
  • Reaches potential research collaborators, funders, and students
  • A way 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 will be used for the REF2021 submission.

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. 

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 or AAM. This is the author's final version post peer-review comments, but not the final copy-edited publisher PDF. The AAM is the version required as a minimum to fulfil REF2021 and other funder requirements. Few publishers allow the use of their PDF version, unless an article processing charge has been paid for Gold open access. 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. You will also be the only person aware of when your journal article is accepted. 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. However, this is only suitable for published articles. 

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 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 advise.

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, and within three months of acceptance for journal articles and certain conference proceedings.

What about data?

Many funders require that the research data underlying outputs should be made openly available wherever possible, provided there are no ethical, legal, or commercial restraints. A data statement giving details of how the data may be accessed is now a commonplace requirement. 

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. Click on the 'Request an update' button on your SRO record, or email us directly at, giving relevant details, and we will edit on your behalf.  

Is there any help available from my School/ Department?

Departments differ in the level of support they can offer.  Contact your Research and Enterprise Coordinator to find out the approach in your department.