Skip to Content


Expand or Collapse all.

What is the Texas State University’s Digital Collections Repository?

Our Digital Collections Repository is an institutional repository, or a digital collection of the intellectual output of Texas State University - San Marcos. Its purpose is to centralize, preserve, index and provide open access to the knowledge generated by the university community.  The Texas State University’s Digital Collections Repository is a professionally maintained archive that gives the university scholarship increased visibility and accessibility over time. It provides a space for content that has been historically hard to share and preserve.

Who Can Submit Content to the Texas State University’s Digital Collections Repository?

•Any Texas State University-San Marcos department, research unit, or center

•Texas State University-San Marcos faculty and staff

•Texas State University-San Marcos students, with authorization from a Texas State University faculty member.  Student should contact the faculty member directly, and faculty should contact Repository Administrators.

•Other individuals affiliated with Texas State University- San Macos (e.g. contributors to Texas State sponsored conferences, journals, or special events) may qualify to contribute.  Contact the Repository Administrators.


What is an appropriate submission?


The Digital Collections Repository is intended as a repository for scholarly materials. Such materials are very diverse and include but are not limited to working papers, technical reports, proceedings, previously published articles, theses, statistical datasets, lecture series, non-ephemeral teaching materials, presentations, student projects, and works of art, photographs, and audio/video recordings. Materials with a short life cycle (such as most syllabi) are typically not added to the Digital Collections Repository. The university library will work closely with departments to ensure the appropriateness of materials added to the repository.   All appropriate content will be posted in the Texas State Digital Collections Repository as long as:


•it is in (or can be converted to) a technically feasible file format, and

•it does not infringe upon anyone else’s copyright (the university library can help authors with copyright compliance issues).


In general, Digital Collections Repository does not accommodate the posting of bibliographic citations or abstracts alone, without the referenced paper. However, exceptions may be considered on a case-by-case basis.   If you have any questions concerning the appropriateness of potential content, or if you would like to submit material that is not in electronic format, please the Repository Administrators.



What is an Authors Agreement?


Authors are required to agree to a non-exclusive distribution license that gives the University Library permission to post the material openly on the Web and to take the necessary steps to index and preserve the material, including later conversion of the file(s) into a different format if the existing file format becomes obsolete.


How do I Submit Content?


If the author does not have an existing account, they will need to create one. See our First Time Users  page. In the course of the submission process, authors are asked to enter basic information about the work (author, title, keywords etc.) and to agree to the non-exclusive distribution license for each item.  Documents can be submitted at the Digital Collections Repository web site from the initial web page.  The author can click the Submissions link in the Author’s Corner.  This will take you to the Submissions and Workflow Task box.  Click on start a new submission.


What about Copyright?


Authors retain their rights for all content posted in the Texas State University’s Digital Collections Repository. Authors are free to make other copies of their work available on other web sites or formally publish their work without permission from the university. 

Please note:  if submitting previously published works, it may be necessary to review publishing agreements or seek permission if rights have been surrendered.  Contact Repository Administrator with any questions about the copyright status of documents. 


What if a Work Has Already Been Published?


Authors may retain sufficient rights to deposit previously published works in the Digital Collections Repository without seeking the approval of their first publisher. To determine what rights you have retained, read the agreement you signed with the publisher. If you retained copyright, the work can be submitted to Texas State University’s Digital Collections Repository.

If you transferred “exclusive” or “all” rights to the publisher or you no longer have the agreement, check the publisher’s general copyright and repository policies at the Sherpa site. Sherpa outlines the policies for over 1000 publishers and 18,000 scholarly journals and lists permissions that are normally given as part of each publisher's copyright transfer agreement. Please note that there may be special instructions or restrictions that limit your submission to a specific version of the work. For example, a publisher may allow the post print (i.e. the post-peer reviewed version) but not the publisher’s PDF version to be self-archived. Certain publishers such as IEEE allow authors to submit the publisher PDF versions with proper citation credit.

If your publisher is not listed on the Sherpa site, or if you need help interpreting a copyright agreement or publisher’s instructions, please contact Repository Administrators.


What if I want to Publish a Work Deposited in Texas State University’s Digital Collections Repository?


Many journals do not consider self-archiving in a repository to constitute prior publication, and will accept material that has been archived in pre-print form.  

Authors should read any rights transfer agreement with the publisher carefully. If a publisher’s standard agreement seems to preclude either prior or later deposit in an online repository, the author may be able to add wording to the agreement recognizing the existing deposit or allowing a future deposit. For example, the original contract may read:

“The author transfers exclusively to the publisher copyright (including all rights hereunder) in the work for the duration of copyright and all extensions and renewals thereof, in all languages, throughout the world, and in any form or medium now known or hereafter developed.”

To secure sufficient rights to deposit the work the Texas State University Digital Collections Repository, and to reuse their own work, the author could modify the language as follows:

“Notwithstanding the above language, I reserve the right to use this work in my teaching and research, for my colleagues at the Texas State University – San Marcos to use this work in their teaching and research, and I also reserve the right to place an electronic copy of this work on a publicly accessible web site.”

More information about negotiating publishing agreements can be found at the following sites:


Author’s Rights – part of the Alkek Library Copyright LibGuide

Resources for Authors: Practical guidance when submitting journal articles (from SPARC, Scholarly Publishing and Academic Resources Coalition,

Faculty Copyright Information - Encouraging Retention of Intellectual Property Rights (from Cornell University, ILR School, Digital Commons)

Change & You (from CreateChange,



Removing and Revising Content


Texas State University’s Digital Collections Repository has been established as a permanent archive. As deposits are intended to be permanent contributions to the repository, the submitted works should not be ephemeral. Authors or editors of works should ensure that the works they submit are factually accurate and ready for public dissemination and that they have the right to make them publicly available. If the work is incomplete or if its copyright status is unclear, it should not be submitted to the repository.

Authors may contact Repository Administrators with any questions about revising/removing content that has been submitted


Peer-Reviewed Journals


The Digital Collections Repository can host peer-reviewed series and journals. If you are interested in using the repository for peer-reviewed content, please contact Repository Administrators.


How can I get statistics about the document/s I place in Digital Collections?


Digital Collections can send you statistics on a monthly basis.  You will see the number of downloads of each of your documents.  To receive those statistics, you must log in to Digital Collections, and click on your profile (8th item under Author’s Corner, left hand column).  There, under Monthly Statistics,  you click on the box “Receive monthly file download statistics,” and then click on Update.  If you are interested in other statistics, please contact the Repository Administrators.




Please contact Repository Administrators for any questions about the Texas State University Digital Collections Repository.  We will be glad to help.


Questions concerning content questions or creating a community will be answered by:

Margaret Vaverek , Outreach Librarian, (512) 245-2352


Questions concerning technical questions, submissions, or access will be answered by:

Todd Peters, Head, Digital & Web Services, (512) 245-3963


Policy Revision

This repository is administered by the Alkek Library, Texas State University-San Marcos. These policies may change without notification.  If you have any questions regarding any of the polices, please contact the Repository Administrators.