What is the Texas State University’s Digital Collections Repository?
The Digital Collections Repository serves as the university's institutional repository and is a collection to showcase the expertise of TXST and bring together the research and scholarly work of our university community. The Digital Collections Repository centralizes, preserves, and makes accessible research and scholarship including faculty publications, theses & dissertations, digitized materials from The Wittliff Collections, the University Archives, and other materials unique to Texas State University. It is a professionally maintained archive that gives the university’s intellectual and creative output increased visibility and accessibility over time.
In addition to the Digital Collections Repository, the Texas State University Dataverse provides a platform for archiving, sharing, and providing access to our university's research data. For more information about getting started and complying with grand funding agency requirements, visit our Dataverse LibGuide.
Who can submit content to the Texas State University Digital Collections Repository?
• Texas State University faculty and staff
• Any Texas State University Department, School, Center, or Institute
• Texas State University students, with authorization from a Texas State University faculty member. Students should contact the faculty member directly, and faculty should contact Repository Administrators.
• Other individuals affiliated with Texas State University (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 to showcase and provide wider access to a variety of research and scholarly work including articles, academic posters, presentations, book reviews, books, chapters, reports, artwork, proceedings, photographs, audio/video recordings, etc. Materials with a short life cycle (such as most syllabi) are typically not added to the Digital Collections Repository. 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
• It does not infringe upon anyone else’s copyright (the university library can help authors with copyright compliance issues).
In general, the Digital Collections Repository does not accommodate the posting of bibliographic citations or abstracts alone, without the referenced paper or work. 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.
How does the submission process work?
Texas State University faculty and staff can login to submit new content. If the author does not have an existing account, they will need to create one. See our First-time Users page for information on getting started and Submission Instructions.
Once logged in, authors can click the Submissions link under the Account section located on the left menu bar. This will take you to the Submissions and Workflow Task box. Click on Start a new submission. 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.
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. As part of the submission process, authors must agree to a non-exclusive distribution license that gives the Alkek Libraries 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.
If submitting previously published works, it may be necessary to review agreement terms made with the publisher or seek permission, if rights have been surrendered. We're happy to help with this. Simply contact the Repository Administrators with any questions about copyright status or permissions.
Can I negotiate my author rights with a publisher?
Yes. An Author Addendum is a legal instrument that can be added to a publishing agreement in order to allow an author to retain certain rights to their work. For example, including sections of your article in later works, providing copies to students or colleagues, or placing on a web page or institutional repository. The Scholarly Publishing and Academic Resources (SPARC) website provides information for authors on securing their rights and provides an Addendum to Publication Agreement that authors can download and include as a supplement to their publishing contract.
What if a work has already been published?
Authors may retain sufficient rights to deposit previously published works in the Digital Collections Repository. 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 2400 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 a pre-print (i.e., submitted manuscript version) or the the post print (i.e. the post-peer reviewed, accepted version) but not the publisher’s PDF version to be self-archived. Some publishers allow authors to submit the publisher PDF versions with proper citation credit and we are happy to help determine the copyright permissions for your work.
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 the 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 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, www.arl.org/sparc)
• Faculty Copyright Information - Encouraging Retention of Intellectual Property Rights (from Cornell University, ILR School, Digital Commons)
Can I revise or remove content I've deposited?
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.
Is there a service to host an online journal?
Yes. The Digital Collections Repository can host online journal publications to provide wider access, persistent identifiers, and preservation of content. If you are interested in using the repository for your online journal publication or series, please contact Repository Administrators.
How can I get statistics about my work deposited in the Digital Collections Repository?
Digital Collections can send you statistics on a monthly basis. You will see the number of Views and Downloads of each of your items in the repository. To receive those statistics, you must log in to Digital Collections, and click Profile (under Account in the left navigation). On your Profile page, under Monthly Statistics, click on the box “Receive monthly file download statistics” and click Update to begin receiving monthly usage and download statistics on the first of each month. If you are interested in other statistics, please contact the Repository Administrators.
What if I have questions or need help?
Please contact Repository Administrators for any questions about the Texas State University Digital Collections Repository. We will be glad to help. We can assist with questions such as creating a Community, technical issues, submissions, access, licensing, copyright, permissions, and most anything else. Please feel free to get in touch.
- Laura Waugh, Digital Collections Librarian, (512) 245-1776
- Or our shared Repository Administrators email account
This repository is administered by the University Libraries, Texas State University. These policies may change without notification. If you have any questions regarding any of the polices, please contact the Repository Administrators.