Frequently Asked Questions (FAQ)

If you have questions about thesis submission, please refer to the Submit your Thesis page.


Is the content of uO Research peer-reviewed?

The repository is intended to collect high-quality, scholarly works with long-term research value. For the most part, content will be peer-reviewed although certain groups of documents, such as theses, pre-prints and conference papers in uO Research do not go through a peer review process. The content of community collections will be determined by each contributing community.

Can I deposit copies of published articles?

Yes, if your agreement with the publisher allow you to do so, or you must obtain permission from the publisher. You should check the copyright transfer form you signed when your article was accepted. If you transferred your copyright you may need to request your publisher's permission before submitting to uO Research. You can also check Sherpa Romeo which tracks copyright and repository policies many major publishers and scholarly journals.

When you sign publisher agreements, you may consider using the Canadian Author Addendum which is added to publisher agreements and allows you, as the author, to retain selected rights such as the rights to reproduce, reuse and publicly present the articles you publish for non-commercial purposes.

Why should I deposit if my work has already been published?

Because uO Research is an open access archive, your documents will be available to researchers around the world. Students and scholars will be not denied access to your work because of the barrier of costly journal subscriptions.

When colleagues request copies of your scholarly materials, you simply give them the permanent URL - no more attaching documents to emails or maintaining digital documents on a personal or departmental website.

In addition, many funding agencies now recognize the value of open access initiatives and are requiring that the research they fund be either published in an open access journal or archived in an open access repository such as uO Research.

Can someone submit for me?

A community may assign an individual in their community to handle the submission process on behalf of faculty such as an administrative assistant or departmental secretary. The submission process and responsibilities are usually discussed and defined when a community is first set-up. If the submission is done by someone other than the author, the author must still agree to the non-exclusive license. It is also recommended that the author suggest some appropriate keywords.

Are there any costs for posting or viewing my scholarly research?

No, posting and viewing is free.

Can I deposit material if I do not belong to a uO Research Community?

If you do not see your department or research centre listed, please contact us. We can help you establish a community.

Can I make changes to material I submit?

uO Research is intended for finished works; it is not intended for versioning. If you have exceptional reasons for needing to change or exchange an uploaded file, please contact the uO Research Coordinator.

Can I withdraw material from uO Research?

Please refer to our Withdrawl Policy in the Policies and Guidelines section of this site.

What file formats are supported by uO Research?

You can deposit any kind of digital material in uO Research such as data files, images and multimedia formats. Please see our Policies section for the full list of supported formats. In the case of text documents we recommend PDF/A format. Visit the Library and Archives Canada website for file format recommendations for datasets, images, audio, and video.

How do I make my files accessible?

Files should be made accessible in compliance with the Accessibility for Ontarians with Disabilities Act (AODA), where practicable. Examples of not practicable situations may include materials formatted by a publisher, or files you have no authority or control over. Otherwise, follow the steps below for text documents and consult the WebAim tutorials for PowerPoint and Multimedia to make your non-textual files accessible.

Step 1: Creating an accessible document

First you must ensure your original text document incorporates accessibility features. Some important elements to consider in making your document accessible include:

  • Using headings and other formatting tools such as bulleted lists help to preserve the reading order of the document so that someone using a screen reader can easily navigate the document.
  • Adding alernative text for any visual content allows screen reading software to read a description of your visuals.
  • Using a minimum font size of 12, avoiding decorative fonts, and ensuring adequate spacing helps to increase the text’s readability.
  • Making sure that your document has sufficient contrast between the text and background to increase the content’s readability.
  • Running the Accessibility Checker helps to see if your document complies with Accessibility best practices.

For more information and additional resources, please consult Microsoft’s Make your Word documents accessible to people with disabilities webpage.

Step 2: Converting your document to an accessible PDF

Consult the links provided below on how to convert your documents into an accessible PDF format.

Step 3: Checking your PDF’s accessibility

Sometimes accessibility elements may be removed during the PDF conversion process. It is a good idea to run a final check on your PDF for accessibility using one of the tools listed here:

Consult the University Ottawa's Accessibility website for more information and support for creating accessible documents.


How do others find my work?

Content of the repository is searchable by author, title, data and keyword. Continuous indexing by Google and other major search engines as well as academic harvesters, ensures the broadest possible exposure for your deposited work.

Who can search and download materials in uO Research?

uO Research is an open access repository; anyone with access to the Internet and a web browser can search, view and download the content.

How do I link to my work in uO Research?

Once your work is accepted in uO Research, the person who posted it will receive an email that includes a persistent identifier or stable URL (referred to as a handle), which can be used to link from an electronic CV or personal webpage to your work. This identifier will never change as long as your work is in the repository. The identifier can also be found in the full record in uO Research.

Licensing and Copyright

Do I have to sign a contract or license with uO Research?

Yes, you will need to agree to a license during the submission process. This gives your permission for uO Research to distribute your work online and to migrate it to new formats as necessary.

The license is a non-exclusive agreement meaning that you retain all rights you had to these items before they were deposited, such as making copies available on other web sites or publishing them in the same form or in a revised form, without obtaining permission from uO Research.

Who maintains copyright if I deposit my work in uO Research?

You retain all intellectual rights to your work assuming you have not already transferred your copyright to a publisher if the work to be submitted has been previously published. Most publishers now allow self-archiving; check publisher permissions with Sherpa Romeo.

For theses and unpublished works, the author retains copyright but is required to sign a license granting the library a non-exclusive distribution and preservation license for deposited content.

It is extremely important that all copyright laws have been adhered to before posting anything to uO Research.

Can I add a Creative Commons license during the submission process? What does that entail?

During the submission process, you will be given the option to add a Creative Commons (CC) license. You may choose not to add a CC license to your work.

A CC license can be applied by the copyright owner to their work to communicate to potential users what they can do without permission as long as they respect the conditions of the license. The licenses are a combination of the following conditions: Attribution (BY), ShareAlike (SA), NonCommercial (NC) and NoDerivatives (ND). They are a simple and legal way to indicate that a work is available in open access. See About The Licenses on the Creative Commons website for more details about each license and their conditions.

When you are submitting, choose among these options:

  • CC0: select this option to waive your copyright and place your work directly in the public domain
  • Creative Commons: select this option to apply one of the six CC licenses to your work
  • No Creative Commons License: select this option if you do not want to apply a CC license or CC0

When you select "Creative Commons", answer these two questions to choose the applicable license:

  • Is commercial use allowed? (refers to the NC condition)
  • Are modifications allowed? (refers to the ND condition, with the option of selecting SA)

Your chosen license with a link to the license terms on the Creative Commons website will display on the item page once your submission is accepted into uO Research.

We recommend that you add an indication of your chosen licence on your work by including a mention of it on the first page of your submitted document with a link to the licence terms. Example: Unless otherwise indicated, this work is made available under the terms of a Creative Commons [add chosen licence conditions] 4.0 International licence [link to the licence].

Do I need to notify my co-authors/contributors or obtain their permission to post my work to uO Research?

Notification or permission is not required if you are able to act as the authorizing agent for your co-authors/contributors.

If you cannot act on their behalf, you must obtain permission from your co-workers/contributors before posting a document to uO Research and keep copies of permission letters for your files. Obtaining all appropriate copyright permissions is your responsibility.

What if my work contains copyrighted material?

If you have incorporated copyrighted material in your scholarly work, you must obtain written permission from the copyright owner to reproduce the material prior to depositing in uO Research.

More Information

How can I become involved?

uO Research is a partnership between University of Ottawa communities and the Library. If you have a collection of digital documents you feel would be appropriate for the University's repository, we can help you set up a community. Please contact the uO Research Coordinator (

Where can I get more information about open access and institutional repositories like uO Research?