How to Upload Academic Staff Research Publication

The Academic Staff Research Publication Upload module is designed to improve the visibility, discoverability and institutional documentation of FUOYE research outputs.

It allows academic staff to submit publication records for inclusion in the FUOYE Institutional Repository and Digital Library.

The module supports:

• Research visibility.
• Faculty and departmental publication records.
• Institutional repository development.
• Google Scholar and indexing readiness.
• ORCID and researcher identity linkage.
• Scopus and citation profile linkage.
• Open access and metadata-only repository records.
• University-level research intelligence and analytics.

The publication upload module is mainly for authorised academic staff.

Eligible users may include:

• Professors.
• Readers / Associate Professors.
• Senior Lecturers.
• Lecturers.
• Research Fellows.
• Academic Researchers.
• Approved Faculty Research Officers.
• Approved Departmental Research Representatives.

Access depends on the user role and permission assigned by the system administrator or authorised library administrator.

Academic staff may upload or submit metadata for different scholarly outputs, including:

• Journal articles.
• Conference papers.
• Books.
• Book chapters.
• Working papers.
• Technical reports.
• Policy briefs.
• Research datasets.
• Research software or code.
• Inaugural lectures.
• Presentations.
• Open Educational Resources.
• Undergraduate projects, where applicable.
• Master theses, where applicable.
• PhD theses, where applicable.
• Other approved scholarly outputs.

Before uploading a publication, prepare the required information.

You may need:

• Publication title.
• Author names in correct order.
• Faculty.
• Department.
• Publication year.
• Publication type.
• Abstract.
• Keywords.
• Citation.
• DOI, where available.
• Publisher URL.
• External full-paper URL.
• Google Scholar profile or indexed link.
• Scopus Author ID or Scopus profile link.
• ORCID iD.
• Journal, conference or book details.
• Volume, issue and page numbers, where applicable.
• Licence or copyright information.
• Embargo information, where applicable.
• Full-text file, only where legally permitted.
• Supplementary files, where applicable.

Do not upload a full-text paper unless you have the legal right to do so.

Some publishers do not allow the final published PDF to be uploaded to an institutional repository. In such cases, you should upload the publication metadata and provide the external full-paper URL, DOI or publisher link.

The repository reviewer may approve the record as:

• Open access.
• Restricted access.
• Metadata only.
• Embargoed.
• External-link only.
• Campus-only access, where applicable.

If you are unsure whether the full text can be uploaded, submit the metadata and include a note for the librarian or copyright reviewer.

Step 1: Log In

1. Open the FUOYE Digital Library portal.
2. Click Login.
3. Enter your staff login details.
4. Access your academic staff dashboard.

If you cannot log in, use the password reset option or contact library support.

Step 2: Open the Publication Upload Section

From your dashboard:

1. Locate Academic Staff Research Publication Upload.
2. Click Add New Publication or Upload Publication.
3. The publication upload form will open.

Step 3: Select Publication Type

Choose the correct publication type from the dropdown list.

Examples include:

• Journal Article
• Conference Paper
• Book
• Book Chapter
• Dataset
• OER
• Technical Report
• Working Paper
• Inaugural Lecture
• Presentation
• Other Scholarly Output

The form may change depending on the publication type selected.

Step 4: Select Faculty and Department

1. Select your Faculty.
2. Select your Department.

The department list may depend on the selected faculty. Ensure you choose the correct department because this determines where the publication will appear in the repository and analytics dashboard.

Step 5: Enter Publication Title

Enter the full and correct title of the publication.

Use title case or the exact title as published.

Avoid unnecessary abbreviations unless they are part of the official title.

Step 6: Add Author Information

Enter the authors in the correct order.

For each author, provide:

• Author name.
• FUOYE affiliation status.
• ORCID iD, where available.
• Email visibility preference, where applicable.
• Author order.

The author order should match the official publication.

Step 7: Add Abstract

Paste or type the publication abstract.

The abstract should:

• Summarise the purpose of the study.
• Identify the method or approach.
• Present key findings.
• State the contribution or implication.
• Match the published version where possible.

Do not submit incomplete abstracts unless the publication type does not require one.

Step 8: Add Keywords

Enter relevant keywords separated by commas.

Example:

digital library, open access, institutional repository, research visibility, metadata

Good keywords help users discover your publication through search.

Step 9: Add Journal, Conference or Book Details

Depending on the publication type, provide the relevant details.

For journal articles, include:

• Journal title.
• Publisher.
• ISSN or eISSN.
• Volume.
• Issue.
• Page numbers.
• Publication year.

For conference papers, include:

• Conference name.
• Conference location.
• Conference date.
• Proceedings title, where available.
• Organiser, where available.

For books or book chapters, include:

• Book title.
• Publisher.
• ISBN.
• Chapter title, where applicable.
• Editor names, where applicable.
• Page range, where applicable.

Step 10: Add DOI and External Links

Where available, enter:

• DOI.
• Publisher URL.
• External full-paper URL.
• Google Scholar link.
• Scopus link.
• Web of Science link, where available.
• ResearchGate link, where appropriate.
• ORCID profile link.

If the full paper is published on an external platform, add the correct URL instead of uploading an unauthorised copy.

Step 11: Add Citation

Enter the preferred citation for the publication.

The citation may be in APA, MLA, Chicago, Harvard, IEEE, Vancouver or any university-approved format.

Example format:

Author Surname, Initials. (Year). Title of article. Journal Title, volume(issue), pages. DOI

Ensure the citation is complete and accurate.

Step 12: Select Access Status

Choose the correct access status.

Common options may include:

• Open Access
• Restricted Access
• Metadata Only
• External-Link Only
• Embargoed
• Campus-Only Access

Choose Metadata Only or External-Link Only if the full paper cannot legally be uploaded.

Step 13: Upload File Where Permitted

Upload a file only if copyright permits.

Allowed files may include:

• PDF
• Word document
• Spreadsheet
• Dataset
• Image
• Presentation
• Supplementary research files

The system may reject files that do not meet file type, file size or security requirements.

If you are not sure whether you can upload the file, leave the file upload section empty and provide the publisher or DOI link.

Step 14: Add Notes to Librarian

Use the notes field to provide additional information for the reviewer.

Examples:

• “Full text is available through the publisher link.”
• “This paper is open access under a Creative Commons licence.”
• “Please review copyright before making file public.”
• “This is the accepted manuscript version.”
• “The DOI is not yet available.”

Step 15: Confirm Declaration

Before submitting, confirm that:

• The information provided is accurate.
• You have not uploaded copyrighted material without permission.
• The publication is your scholarly output or you are authorised to submit it.
• The librarian may review, return, approve or reject the submission.

Tick the declaration checkbox where required.

Step 16: Save as Draft or Submit

You may have two options:

Save as Draft

Use this option if the record is incomplete and you want to continue later.

Submit for Review

Use this option when the record is ready for librarian review.

After submission, the publication enters the review workflow.

After you submit a publication, it will be reviewed by authorised library staff.

The review may include:

• Metadata review.
• Author verification.
• Faculty and department validation.
• Abstract and keyword review.
• Citation check.
• DOI and URL check.
• Copyright review.
• Licence review.
• File quality check.
• Collection placement review.

The reviewer may approve, publish, reject or return the submission for correction.

Your submission may show one of the following statuses:

Draft

The record has been saved but not submitted.

Submitted

The record has been submitted for review.

Metadata Review

A librarian is checking the title, author, abstract, keywords, citation and related metadata.

Copyright Review

The file, licence and access status are being reviewed.

Returned for Correction

The reviewer requires you to correct or complete some information.

Approved

The publication has passed review and is ready for publication.

Published

The publication is visible on the FUOYE Digital Library or repository.

Rejected

The submission was not accepted. The reason should be available in the reviewer comment or email notification.

Withdrawn

The record has been withdrawn from publication.

If your publication is returned for correction:

1. Log in to your dashboard.
2. Open My Publication Submissions.
3. Click the returned publication.
4. Read the reviewer comment carefully.
5. Edit the required fields.
6. Save the changes.
7. Resubmit for review.

Common correction requests include:

• Missing abstract.
• Missing keywords.
• Incorrect citation.
• Invalid DOI.
• Invalid publisher URL.
• Wrong faculty or department.
• Missing author details.
• Copyright clarification required.
• Uploaded file not permitted.
• Duplicate submission.

The system may send email notifications during the review process.

You may receive emails for:

• Submission received.
• Metadata correction required.
• Copyright clarification required.
• Missing DOI or URL.
• File issue.
• Submission approved.
• Publication published.
• Submission rejected.
• Reviewer comment.
• Training or support invitation.

Always check your email and dashboard for updates.

After approval and publication:

1. Go to the FUOYE Digital Library homepage.
2. Click Repository.
3. Search by title, author, faculty, department or keyword.
4. Open the publication item page.
5. Review the citation, abstract, keywords, URI and external links.

Your published record may also appear under:

• Faculty publication page.
• Department collection.
• Academic staff profile.
• Repository community.
• Research intelligence dashboard.

To improve visibility and approval speed:

• Use the official publication title.
• Enter complete author information.
• Provide a clear abstract.
• Add meaningful keywords.
• Include DOI where available.
• Include publisher URL.
• Include Google Scholar or Scopus link where available.
• Add accurate citation.
• Select the correct faculty and department.
• Do not upload unauthorised publisher PDFs.
• Use the notes field when copyright is unclear.
• Check all fields before submission.

Avoid the following:

• Uploading a full paper without copyright permission.
• Submitting incomplete metadata.
• Entering wrong faculty or department.
• Adding broken URLs.
• Using vague keywords.
• Leaving citation blank.
• Uploading duplicate records.
• Uploading poor-quality scanned files.
• Entering incorrect author order.
• Submitting a paper under the wrong publication type.

Can I upload only the abstract and URL?

Yes. You can submit metadata, abstract, citation and external URL where the full paper is hosted. This is useful when copyright does not permit uploading the full text.

Can I upload the publisher PDF?

Only upload the publisher PDF if copyright or licence permits it. If unsure, provide the publisher URL or DOI instead.

What happens if my submission is rejected?

Check the reviewer comment or email notification. You may contact repository support for clarification.

Can I edit my publication after submission?

You may be able to edit it while it is in draft or returned-for-correction status. Published records may require librarian approval before changes are made.

What if I cannot find my department?

Contact the system administrator or library support. The department list is managed from the admin section.

What if I do not have a DOI?

You can still submit the publication. Provide the publisher URL, journal page, Google Scholar link or other reliable source link where available.

Can I add Scopus or Google Scholar links?

Yes. Add Scopus, Google Scholar, ORCID or other profile links where available to improve research visibility.

For assistance, contact the appropriate library support channel.

Recommended support options:

• Repository Support
• E-Librarian Service
• Faculty Librarian
• Academic Staff Publication Support
• Digital Scholarship Support
• Technical Support

Use the Ask an E-Librarian or Library Support section on the FUOYE Digital Library platform.

Article Title: How to Upload Academic Staff Research Publication Category: Uploading Academic Staff Research Publications Audience: Academic Staff, Repository Reviewers, Librarians, E-Librarians, Admin Users Status: Published Tags: academic staff, research publication, upload, repository, abstract, keywords, citation, DOI, ORCID, Scopus, Google Scholar Display Order: 1 Featured: Yes Last Reviewed: 2026 Visibility: Authenticated Users / Academic Staff