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Repositories

FAQ

Please email your questions to the DRO Team. We will reply to you personally and add your question and our answer to this page.

Check your 'Publication display and REF settings' table

  • Logon to the Staff Profile system
  • Select My profile
  • Select Edit publications
  • Select Publication display and REF settings
  • If there's a row in the table for the publication, ensure there's a tick in the first column (ie Profile)
  • Select Update Choices

It's still not displaying

  • Open the record as if to edit it
  • Look at the value in the Publication Status field at the top of the screen
  • If the value is something other than Published and the output has now been published
    • Change the value to Published
    • Select Save changes at the foot of the record
    • Go back to the Publication display and REF settings table and ensure there's a tick in the first column (see above)
  • If the value is something other than Published and the output has not yet been published
    • Leave the Publications Status value as it is and come out of the record
    • Use the browser back button to return to screen displayed when you first logon (you'll see a table listing your name, qualifications etc)
    • Look for the entry Display Unpublished Publications

If you tick this box, then all your records will be displayed on your Durham web page, regardless of the value in the Publication Status field - ie any marked 'Planned' or 'Submitted' will display as well as those marked 'Accepted', 'Forthcoming' and of course 'Published'. If you want some, but not all your unpublished records to display, you can tick this box then use the Publication display and REF settings table to switch-off the display of particular records.

    • Select Edit Personal Information at the foot of the table

None of the above works for me: the record's on another Durham researcher's web page but not mine

Ask the other Durham researcher to link you as a co-author to the existing Staff Profile record

  • ... they Logon to the Staff Profile system
  • Select My profile
  • Select Edit publications
  • Select Add co-authors
  • Select the publication listed in the Publication drop-down box
  • Enter one or more Durham co-authors' Durham email addresses or CIS usernames: separate multiple entries with a comma
  • Select Register co-author

Then use your own Publication display and REF settings table to ensure the display of the record is switched-on.

If it is not possible to contact the other researcher, you could try to create a second version of the record. If you only enter values for Year, Title and Authors and then save the record, the duplicate-checking system should prevent you from creating a duplicate record, but the prompt will be displayed that lets you link yourself as a co-author to the record. Before you start, you might want to display the other researcher's webpage so that you can copy/paste values for the three fields. If you do manage to create a duplicate record, it's fixable - just email dro.admin@durham.ac.uk and we'll try and help.

  • Connect to DRO
  • Select Author/Department search from the Quick links on the right-hand side
  • Enter your surname
  • Select your Department
  • Select Sort by newest first
  • Select Search

Most publishers only permit deposit of the final accepted manuscript version in a repository like DRO. But even if a particular publisher does permit the published version to be used or if an Article Processing Charge (APC) has been paid for 'Gold' open access, it is this University's policy that researchers provide their final accepted manuscripts for deposit in DRO regardless. There are two specific reasons for this requirement:

  1. There can be a significant time delay between the point of acceptance of a paper and its eventual publication
  2. HEFCE's open access requirement for REF2020 - applicable to journal articles and published conference papers - encourages manuscripts to be deposited, even if published as a 'Gold' open access publication

It's the version of your paper that has been revised to reflect peer-reviewers' comments and which the publisher has accepted for publication. You are unlikely to be allowed to use any subsequent version generated by the publisher once copy-editing and formatting has been applied - ie no proofs. For users of Microsoft Word, please provide your last Word version which the DRO Team will convert to PDF before depositing in DRO.

However, there are some grey areas. Many publishers now expect authors to use their online submission systems and import the accepted text into a ready-made template. The resulting file can look very much like the published versions. The DRO Team always check that any file deposited in the repository is the best and correct version which the publisher permits to be deposited.

If you haven't got the file, you haven't got the file. The DRO Team prioritise processing Staff Profile records with full-text files attached. However, if you have already deposited the manuscript in another repository, you need only enter its URL into the Profile record. The DRO Team will collect the file from the other repository and deposit it in DRO for you. These records will be next in the queue for processing.

Any researcher intending to submit to REF2020 is strongly advised to get into the habit of keeping their final manuscripts or ensuring they get a copy from the lead author.

This is HEFCE’s explanation taken from their FAQ.

The date of acceptance is the point at which the author is notified that:

  • their output has been reviewed by the journal or conference (normally via peer review)
  • all academically necessary changes have been made in response to that review
  • the article is ready to be taken through the final steps toward publication (normally copy-editing and typesetting).

By this point, the paper should have been updated to include all changes resulting from peer review as well as any changes of an academic nature requested by the journal editor or conference organiser. At this stage, the journal editor or conference organiser normally notifies the author that their paper has been ‘firmly’ accepted (as opposed to any earlier point of ‘provisional acceptance’) and the paper is ready for copy-editing or typesetting; it is the date of this notification that should be taken to mean the date of acceptance.

The author’s final, accepted manuscript is the one that has been agreed with the editor at that point. The accepted manuscript is not the same as the copy-edited, typeset or published paper – these versions are known as ‘proofs’ or ‘versions of record’ and publishers do not normally allow authors to make these open-access.


The Durham University Open Access Statement states that journal articles and conference papers published from 1 January 2013 onwards must be deposited in DRO. Further, that authors are also required, where possible, to deposit other output formats eg. book chapters, reports and grey literature.