Research Repository User Documentation

Looking for a Research Item - Browsing

You can browse via different views of the repository, by year or by Kingston University Faculties, Schools and Research Centres or by Research Area.

Select Browse from the navigation bar at the top of the screen. Choose either Year or Kingston University Faculties, Schools and Research Centres or Research Area. Alternatively, from the home page you can select Kingston University Faculties, Schools and Research Centres or Year or Research Area browse views.

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Year

If you choose Year, you will see a list of years followed by a number in brackets. This number shows how many research items were published in that year. Click on a year to see brief details of these research items. The items will be shown under headings for the type of research output, e.g. article, conference or workshop item, exhibition, sound recording. Clicking on an item’s title will take you to the full record, and attached digital version if one is available.

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Kingston University Faculties, Schools and Research Centres

If you choose Kingston University Faculties, Schools and Research Centres, you will see a list of faculties, schools and research centres followed by a number in brackets. This number shows how many research items were published by that faculty, school or research centre. Click on a school or research centre to see brief details of these research items. The items will be shown under headings for the type of research output, e.g. article, conference or workshop item, exhibition, sound recording. Clicking on an item’s title will take you to the full record, and attached digital version, if one is available.

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Research Area

If you choose Research Area you will see an alphabetical area of subjects within which Kingston University has a research interest. Each research discipline is followed by a number in brackets. This number shows how many research items there are within that research discipline. Click on a research area to see brief details of these research items. Clicking on an item's title will take you to the full record, and attached digital version, if one is available.

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Looking for a Research Item - Searching

You can search the repository using two levels of search, simple or advanced. Select Search from the navigation bar at the top of the screen, or Simple Search or Advanced Search from the home page. Advanced Search enables you to perform very detailed and specific searches whilst Simple Search allows you to search across author, title, abstract and date.

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Using Simple Search

Selecting Search from the navigation bar at the top of the screen, or Simple Search from the home page will bring you to the Simple Search screen. You will see a number of text entry boxes. If you are looking for items in a particular subject, use either of the top two search boxes. If you are looking for items written or created by a particular person, use the Authors/Creators/Editors search box. If you are looking for items written or created in a particular year, or date range, use the Date search box.

You can change the way in which search results are displayed using a range of options.

Using the ‘Title/Abstract/Authors/Creators/Date’ or ‘Full Text/Title/Abstract/Authors/Creators/Date’ search boxes

You can enter a combination of keywords, surnames and/or dates into this search box.

Dates can be searched in the following formats – year only; year followed by a dash for items published from a particular year to the present time; year dash year for items published between two years; and year dash month for items published in a particular month and year.

Using the pull-down menu to the right of the search box you can specify whether the retrieved records must ‘match all, in any order’ i.e. match all the search terms you have entered into the box, but in any order – which is the default, or whether the retrieved records must ‘match any’ i.e. any one or more of the search terms you have entered into the box needs to be present in a retrieved record.

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Using the ‘Authors/Creators/Editors’ search box

If you know the surname of the person who created the research item, you can use this search box to locate items they have produced.

Surnames can be searched either with or without initials, if searching with initials enter them into the search box separated from the surname by a comma space. Surnames including a prefix such as Van, need to enclosed in double quotes, e.g. “Van Damme, J”.

Using the pull-down menu to the right of the search box you can specify whether the retrieved records must ‘match all, in any order’ i.e. match all the search terms you have entered into the box, but in any order – which is the default, or whether the retrieved records must ‘match any’ i.e. any one or more of the search terms you have entered into the box needs to be present in a retrieved record.

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Using the 'Date' Search Box

You can use the Date search box to retrieve items published at specific times, or as a way of reducing the numbers of retrieved records from a search.

If you enter a single year into the search box, only items published in that year will be retrieved.

If you want to retrieve items published from a particular year to the present time, then enter the year followed by a dash, e.g. 2004-

You can also retrieve items published between two years, e.g. 2004-2006

If you want to retrieve items published in a particular month and year, enter the year, a dash and then the month, e.g. 2004-10.

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Using Advanced Search

Selecting Advanced Search from the home page will bring you to the Advanced Search screen. You can also reach Advanced Search by selecting Search from the navigation bar at the top of the screen and then clicking on the Advanced Search screen link.

The Advanced Search screen consists of a series of specific search boxes, you can enter search terms for those fields you are interested in.

You can change the way in which search results are displayed using a range of options.

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Using the ‘Full Text’ or ‘Title’ or ‘Abstract’ or ‘Uncontrolled Keywords’ search boxes

Enter words or phrases which are significant to the subject area you are interested in. Entering search terms into more than one of these search boxes will result in a more focussed set of retrieved items.

Using the pull-down menu to the right of the search box you can specify whether the retrieved records must ‘match all, in any order’ i.e. match all the search terms you have entered into the box, but in any order – which is the default, or whether the retrieved records must ‘match any’ i.e. any one or more of the search terms you have entered into the box needs to be present in a retrieved record.

Additionally, you can select a subject area from the ‘Research Areas’ selection list.

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Using the ‘Research Areas’ and ‘Faculty, School or Research Centres’ selection lists

You can choose one or more ‘Research Areas’ from the first selection list. You can choose one or more Kingston University Faculties, Schools, or Research Centres using the second selection list. You can combine searches using choices from both selection lists.

Ctrl+click will enable you to select more than one item from the list.

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Using the ‘Item Type’ selection list

You can choose one or more formats of research item using this selection list.

Ctrl+click will enable you to select more than one item from the list.

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Using the ‘Authors/Creators’ or ‘Editors’ search box

If you know the surname of the person who created or edited the research item, you can use this search box to locate items they have produced.

Surnames can be searched either with or without initials, if searching with initials enter them into the search box separated from the surname by a comma space. Surnames including a prefix such as Van, need to enclosed in double quotes, e.g. “Van Damme, J”.

Using the pull-down menu to the right of the search box you can specify whether the retrieved records must ‘match all, in any order’ i.e. match all the search terms you have entered into the box, but in any order – which is the default, or whether the retrieved records must ‘match any’ i.e. any one or more of the search terms you have entered into the box needs to be present in a retrieved record.

Using the ‘Status’ selection list

You can use this selection list to choose to narrow your search, or only search, for items that have been published, are in press, have been submitted for publication or are unpublished.

Ctrl+click will enable you to select more than one item from the list.

Using the ‘Refereed’ selection list

You can use this selection list to choose to narrow your search, or only search, for items that have or have not been subject to peer-review. The default option is ‘no preference’.

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Using the ‘Journal/Publication Title/Series Name/Event Title’ search box

You can use the Journal/Publication Title/Series Name/Event Title search box to retrieve articles from particular journals. You can also search for Conferences, Events and Series titles using this search box. Enter keywords from the particular title into the search box.

Using the pull-down menu to the right of the search box you can specify whether the retrieved records must ‘match all, in any order’ i.e. match all the search terms you have entered into the box, but in any order – which is the default, or whether the retrieved records must ‘match any’ i.e. any one or more of the search terms you have entered into the box needs to be present in a retrieved record.

Using the ‘Date’ search box

You can use the Date search box to retrieve items published at specific times, or as a way of reducing the numbers of retrieved records from a search.

If you enter a single year into the search box, only items published in that year will be retrieved.

If you want to retrieve items published from a particular year to the present time, then enter the year followed by a dash, e.g. 2004-

You can also retrieve items published between two years, e.g. 2004-2006

If you want to retrieve items published in a particular month and year, enter the year, a dash and then the month, e.g. 2004-10.

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Search Results Display Options

There are two options which you can use to change how the search results are displayed.

The first option determines how the retrieved records are to fulfil the search criteria you have specified. The default is that they must match all of these conditions, this means that the retrieved records must match each of the query terms you created on the screen above.

You can change the default to any of these conditions which means that the retrieved records can match on any of the query terms you created on the screen above.

The second option enables you to determine how the retrieved records are ordered on the screen. The default is by year, with the most recent year displaying first. Other choices are: by year, with the oldest year displaying first; in alphabetical order of author/creators surname or in alphabetical order of title.

Search results will show the item’s title as a link to a fuller description of the item. If a digital version of the item is available, a PDF icon will be displayed to the right of the item’s details. Clicking on the icon will open the PDF file.

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Contributing to the Research Repository

All members of Kingston University staff are registered users of the Research Repository and can deposit details of research items. Select ‘User Area’ from the navigation bar at the top of the screen, and use your University username and password to log-in.

Registered User Area

More detailed help about the features available in this area will be available on the intranet. Once you have logged in you will see your User Area Homepage.

Options on the right hand side of the screen allow you to:

  • Customise your record details within the Research Repository

Options on the left hand side of the screen allow you to:

  • Add a new item to the repository
  • Review previous saved but undeposited items
  • See a list of items which are pending final approval by the repository editor
  • See a list of items which have recently been approved by the repository editor
  • Review your accepted items in the repository
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Adding a Research Item

The following types of items can be deposited in this repository

  • Artefacts or devices – 3D objects/products
  • Book chapter or section
  • Books
  • Conference or workshop papers/posters/speeches
  • Databases
  • Design process documentation
  • Discussion papers
  • Dissertations
  • Documentation for the design process
  • Exhibition, installation or display details
  • Journal, magazine or newspaper articles
  • Monographs
  • Moving images (film/DVD/digital media) and broadcasts
  • Music composition or scores
  • Performance or live event documentation
  • Published patents
  • Project reports, documentation or manuals
  • Sound recordings and broadcasts
  • Still image and graphic works
  • Technical reports
  • Theses
  • Web resources
  • Working papers

More detailed help about the features available in this area will be available on the intranet.

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Copyright and Institutional Repositories

Copyright is often a cause of concern in relation to open access repositories. There is uncertainty about the implications that self archiving has on publishing agreements and the commercial value of research. There is also concern that research placed in open access repositories can be vulnerable to unauthorised editing, theft and commercial exploitation.

In most cases, these concerns can be addressed by taking a few simple steps to ensure that you and your work are protected. This FAQ aims to set out the ways in which you can do this and also outlines the protection given to you and your work by the repository itself.

Frequently Asked Questions

How do I know that I can legally deposit my article?
You many only deposit items if you are the copyright owner and you have not accepted any contractual restrictions preventing you from depositing the work in an institutional repository.

What kind of contractual restrictions might be in place?
Any funding or publishing agreements that you have signed in respect of your research or article may prevent you from including your work in an institutional repository. In addition, some publishers and funding bodies impose embargo periods upon self archiving - you will need to check the terms of the agreement you signed to be sure.

Who owns the copyright in my article?
As the author, you are the first copyright owner. However, once your paper has been accepted for publication you may be required to sign a copyright transfer as part of your publishing agreement. If you sign a copyright transfer you will not have the automatic right to reuse, copy or distribute your work.

What rights might I be asked to sign away?
Some of the rights you may be asked to sign away include:
- the right to distribute your work to colleagues
- the right to reproduce copies for teaching purposes
- the right to publish or re-use your work elsewhere
- the right to revise or adapt your work
- the right to self archive or make the work available in an institutional repository
Increasingly, publishing agreements include clauses allowing you to retain some (or all) of these rights and many of the major academic publishers allow self archiving within an institutional repository in their standard publishing agreements. A searchable database of publishers who support self archiving has been created as part of the SHERPA Project.

Do I have to agree to a copyright transfer?
No. Publishers are usually willing to discuss copyright arrangements with authors, and may accept an amended or alternative agreement. Guidance on amending existing agreements can be found in the University's IPR policy. Increasingly, publishers are starting to offer 'licence to publish agreements' instead of 'copyright transfer agreements'. These agreements tend to be more liberal and allow the author to retain most rights over the work.

My existing publishing agreement does not allow self archiving - can anything be done?
Publishers often change the terms of their standard publishing agreements and apply these retrospectively. Even where a publishing agreement does not permit self archiving, it is possible to contact the publisher directly and request permission to include your research in the repository. A sample request letter is available. The Copyright Clearance Unit can investigate both these issues on your behalf.

Can I deposit articles I have written with other people?
Yes. You can deposit articles written collaboratively with members of other Institutions, provided that no agreement with a publisher or funding body prevents you from doing so.

Can I deposit articles that contain reproductions of third party copyright material?
You should have obtained the written permission of the copyright owner to include the work in your published article. Unless this permission explicitly allowed for the material to be reproduced in an institutional repository, you will need to secure separate written permission to do this. The Copyright Clearance Unit can seek this permission on your behalf.

Can I deposit research before it is accepted for publishing?
This is inadvisable. Making research available in an institutional repository prior to publication can harm the commercial value of your research and make it more difficult for you to secure a publishing agreement.

Do I have to sign over any rights to the repository?
You are asked to grant the repository the right to make digital copies of your work available via the repository. You are also asked to grant the repository permission to alter the format of the e-print as necessary, and to remove the e-print subject to the takedown policy.
You are not asked to assign any further rights. You retain full ownership of your work and the copyright within it.

Why do I have to accept a deposit agreement?
The deposit agreement is intended to set out the rights that are retained by you and granted to the repository in respect of your e-print.

How does the Repository protect my research?
All full text items deposited in the Research Repository are protected by the Copyright, Designs and Patents Act 1988.
The following copyright statement is used in the cover sheet for all full text items held in the Repository:
Kingston University Research Repository has been developed to allow access to the research output of the University. Copyright is retained by the individual authors and/or copyright owners and moral rights are reserved. Users may download and/or print a single copy of the article(s) in Kingston University Research Repository for the purposes of private study or non commercial research. Copies may not be redistributed and material may not be used for commercial or financial gain.

My question has not been answered above.
Contact the Copyright Clearance Unit for specific guidance on topics not found above.

Copyright Clearance Unit

If you have a question relating to copyright and the Research Repository, should be sent to the Copyright Officer. Telephone: 020 8549 8090 (62090 on campus).

Contact Information

Any correspondence concerning this specific archive should be sent to eprints@kingston.ac.uk.

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