SUNScholar/Prepare files for submission

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Step 1 - Prepare files (digital objects) for submission and long term archiving

Step 1 - Copyright

When submitting research articles, the SUNScholar Office adheres to the open access policy of the publishers. Not all publishers allow research institutions to preserve the full text of a research article on an institutional repository. Apart from the publishers' web sites, the SUNScholar Office also verify the open access policy against the SHERPA/RoMEO database.

Options available for SU researchers to make sure their research articles will always be accessible and digitally preserved:

  • When entering into an agreement with a publisher, assign a Creative Commons license to the work or add a copyright addendum. Also take note of the University Policy and the signing away of copyright.
  • If you know who the copyright holder is, please input it in the submission from when submitting the article.
  • If you do not know who the copyright holder is, leave open. The SUNScholar Office will verify that the correct copy is uploaded before making it publicly available on SUNScholar.

Step 2 - Determine which version of the article will be uploaded

The SUNScholar Office prefers the final publishers' version, but we do acknowledge that not all publishers agree to this. The following versions are allowed:

  • Publishers' version: Final version as published by publisher, with publisher branding included.
  • Post-print version: The version of the article after peer-review, with revisions having been made. No publisher branding or formatting on the article.

If neither of the following is permitted by the publisher, the SUNScholar Office will accept the following version:

  • Pre-print version: The version of the article before peer review. No revisions have been made, and no branding appears on the article.
  • Submitters can also upload more than one of the above versions if in doubt. The SUNScholar Office will do the necessary clearance.

Step 3 - Convert the file to a pdf

All articles have to be converted to pdf before being submitted. Use one of the following to create a pdf:

Step 4 - Assign a proper file name

  • The whole filename must be in small caps and have no spaces.
  • Spaces must be replaced with underscores (_) or dashes (-).
  • There cannot be any other formatting characters such as ()#/ etc...


  • authorsurname-firstwordoftitle-2013.pdf
  • authorsurname_firstwordoftitle_2013.pdf


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