Faculty/Staff Submissions to ScholarWorks@GVSU
Submit Publications to ScholarWorks@GVSU
ScholarWorks is GVSU's institutional repository, in which University Libraries upload faculty and student work. There is a step in the process where we check the copyright permissions for your articles with each publisher to verify that we can input your articles into the repository. Most of the time publishers do not allow the final Version of Record (publisher PDF) to be included, but they will allow the Accepted Manuscript (post-print) version. We take a look into your citations and report back on what version of each article we can add, requesting any documents that are not the final version from you to be included in ScholarWorks.
If you're submitting your work to ScholarWorks@GVSU for the first time, please submit your full Curriculum Vitae (CV).
If you're submitting your latest work and have already submitted your full CV to us in the past, please use Digital Measures and run an Intellectual Contributions Report or indicate on the form which publication years need to be reviewed.
Behind the Scenes: Rights Checking
University Libraries' Scholarly Communications Team will:
- Review your submitted document for publications that align with a current collection under your department
- Reach out to publishers to check copyright permissions on your work and verify which version can be included
- Compile publisher responses for each publication, requesting any additional documents or versions needed
This step generally takes about 4-6 weeks for us to complete depending on how quickly we hear back from the publishers.
Review Results and Submit Approved Versions
Once we have checked the publisher permissions for your work, you will receive a spreadsheet with the results of our publisher outreach. There are three different versions that could be requested. If you have the version indicated for each work please email the documents to [email protected].
WHICH VERSION OF MY ARTICLE TO SUBMIT?
See the attached spreadsheet attached in your Permissions Results email to determine which version of each article we require to include it in ScholarWorks@GVSU.
- Preprint – Author’s Original Manuscript (AO), Submitted Version: The initial version of the manuscript as it is submitted to a journal.
- Postprint – Author’s Accepted Manuscript (AM): The version of the article that has been through the peer review process before it is formatted for the journal publication. This version should not look like the final version and is typically a MS Word document.
- Publisher PDF – Version of Record (VOR), Published Version, Final Version: The final, published version of your article with all the publisher formatting.
Citations that are listed as “posted” are already in ScholarWorks@GVSU.
WHY DO YOU NEED MY PREPRINTS OR POSTPRINTS?
Some publishers allow authors to submit the final published version of their paper in an institutional repository like ScholarWorks@GVSU, but many others only allow earlier versions of your paper, such as a preprint or postprint, to be made openly available through an institutional repository. Based on our permissions process, we determined that works labeled as "Preprint/Postprint" were from publishers whose policies prohibit us from posting the final published version online, hence our request above for any preprints/postprints that you might have.
Any additional documents we receive that match the approved version will be added to ScholarWorks and no additional action is needed.
Future Publication Support
We encourage faculty and staff to submit a new request each year or so via a Digital Measures Intellectual Contributions Report to include your latest publications in ScholarWorks@GVSU.
Why include my work on ScholarWorks@GVSU?
EXPLORE THE IMPACT OF YOUR WORK WITH THE AUTHOR DASHBOARD TOOL
An author dashboard report will be automatically generated each month to share your readership statistics for work you authored included in ScholarWorks@GVSU. You can visit your Author Dashboard at anytime by logging into ScholarWorks@GVSU with your GVSU username and password.
Here you can run the following reports with custom date ranges for various collections or single entries:
- Global Readership Map
- Downloads
- Video Streams
- Metadata Page Hits
- Works Posted
- PlumX Snapshot & Metrics
Questions?
For more information on ScholarWorks@GVSU or to connect with a member of the Scholarly Communications Team please email us at [email protected].
