Publish student projects (administrators)
Last changed: 16 May 2019
Student projects are deposited in Epsilon by the department administrator. The student is responsible for formatting the report and the course leader is responsible for sending the approved version of the project to the administrator.
Below is information on how administrators deposit student projects in Epsilon.
1. Register and log in to Epsilon (administrators only)
Before you can deposit your publication into Epsilon you need to create an account:
- Go to the Epsilon. If necessary, change languages by clicking the British flag in the top left corner. Click the link Create Account.
- Fill in your name and SLU e-mail address. Choose a user name and password. Do not use any special letters such as å, ä, ö, ü etc. Click Register.
- An automated e-mail with a link will be sent to your e-mail address within minutes. (Sometimes these e-mails will end up in your spam folder).
- Click the link in the e-mail to activate your password. Your account is ready to use straight away!
2. Choose accepted file
- It is important that you have the final and approved version of the publication.
3. Deposit your publication in Epsilon
- Log in to the Epsilon with the user information you chose when registering.
- Click the button New Item.
- Choose the correct publication type and click Next.
- Upload your document: Click on Browse to find the file you want to upload. The file you upload must be the final version.
- The file name should be in the format familyname_firstnameinitial_date. Special letters (e.g. å, ä, ö, ü etc.) should not be used. Example: hallberg_a_140114.pdf för Åsa Hällberg depositing their publication in Epsilon on the 14th of January 2014.
- Double-click the file. Most web browsers will upload the file into Epsilon automatically. This may take a few seconds, depending on the size of your file.
- You have the option to add additional information about the file(s) by clicking Show options. If more than one file is uploaded you may add a description for each one. Click Next when you are done.
- Fill in the information on the next page. Mandatory information is marked by a yellow star. Short help texts are available above each information box. Some boxes will give suggestions when you start typing, such as series title. Click Next when you are done. The system will display a warning if you forgot any mandatory information.
- Subjects. Choose at least one subject category which describes the contents of your document. Sub-categories are available by clicking the plus sign to the left of a subject category. Click the button Add to add a subject. Click Next when you are done.
- Relations. This page is available for linking your publication to another publication, for instance a book chapter to the complete book elsewhere on the web. If no such relation is necessary, simply skip this page by clicking Next.
- Research Info. This page is available for information about aspects of the research and the research process related to the resource. Examples are method, tools or objects used in your research. If no such information is necessary, simply skip this page by clicking Next.
- On the last page of the form you need to read the copyright notice and then click Deposit Item Now if you are ready. You may wait and deposit the publication later if you wish to go back and check any information, by clicking Save for later. If you choose to save for later, your publication will be saved in your own Epsilon workspace and can be accessed and changed by you until you choose to deposit it.
- Once deposited, your publication is sent to the Library's work pool, and is only available to the library editors. Your deposition will be checked and more metadata will be added before the publication becomes available online. This may take a few working days, depending on the current workload. If you have questions or need to correct something after depositing your publication, please contact the Library.
- Please note that uploaded files only are replaced in exceptional cases. Errata can be added to them if needed, however.
Student projects published in Epsilon are automatically transfered for e-archiving in SLU:s central archiving system from september 2018 and onwards. Hence, it is not necessary to print them for archiving.
For more information, contact Karl Pettersson (archivist at the Vice-Chancellor's Office) or Renata Arovelius (Head of Archives at the Vice-Chancellor's Office).
What are the rules for placing an embargo on a student project?
- Up to 12 months: By way of exception, publishing can be delayed for 12 months. This is decided by the department.
- Over 12 months: Publishing can be delayed over 12 months in special circumstances. If that is the case, publishing is delayed 6 months at a time until the purpose for the delay is achieved. This kind of delay requires a special decision from the faculty.
The department administrator then deposits the project as usual in Epsilon and adds the embargo period. Information about the project will then be visible to anyone, but the file cannot be opened until the end of the embargo.
What's the rules for copyright and student works?
Since 2008 it is obligatory to publish all student theses in Epsilon (decided by the Vice-chancellor june 2007). Read the Epsilon archives policies for data, content and preservation.
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