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eScholarship@McGill FAQ

Frequently Asked Questions about eScholarship

Why, what, and how

 

Searching & Analytics

 

What is eScholarship?

eScholarship is an open access institutional repository managed by McGill University Library & Archives. 

An institutional repository is an online place where McGill University members gather and preserve scholarly output they produced and make these materials available to the world. This output may include both publications in peer-reviewed journals and other scholarly materials: post-prints, conference papers, teaching materials, theses and dissertations, etc.

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What are the benefits of eScholarship?

  • Long-term preservation: We attribute permanent URLs for each item in eScholarship which provides one more access point to your publications and ensure them to stay accessible in a long-term perspective.
  • Gain visibility: Search engines such as Google and GoogleScholar crawl eScholarship increasing the visibility of your research by making it quick and easy for others to find and access. Open Access publications are usually more read and quoted than close-access publications (see SPARC Europe list of studies).
  • Funders’ mandate: Most of the Canadian public funders have developed  policies on open access asking funded researchers’ publications to be freely available at most 12 months after publication.

There are two ways to comply with these policies: publishing in open access journals (some Open Access Journals charge Application Processing Charges) or archiving copies of published works in repositories such as an institutional repository or a subject-based/disciplinary repository.

Archiving in eScholarship is free. We do not charge you for this service.

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Which kind of publications may I submit?

Canada's Tri-Agency Open Access Policy on Publications applies only to peer-reviewed journal articles. But, if you are interested in curating all of your scholarly outputs in one place you may also wish to archive your working papers, conference papers and presentations, books, book chapters etc. in eScholarship.  

See also How to Submit

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What is the difference between a ‘pre-print’ a ‘accepted manuscript’ and a ‘published’ version?

Three versions distinguish the stages of the publishing process: pre-print, accepted manuscript and publisher version. They are referring to three stages in the publishing process.

  1. The pre-print version (or author’s original manuscript) is the first version of your paper that you submitted to a publisher before it has gone through a peer-review process.
  2. The accepted manuscript (or post-print) is the version of the article after revisions following peer review. It does not include the publisher’s copyediting and typesetting.
  3. The publisher version is the final version that is published in the journal with all the typesetting that sets it apart visually as part of the specific journal journal logo, specific fonts, columns and paginations etc.

Accepted manuscripts are: saved by the researcher, the final version of the paper BEFORE production (e.g. layout etc.), Typically CAN be posted to repositories or websites. Also known as author’s accepted manuscript (AAM) or  accepted manuscript Includes citation to original article in footer. Publisher's versions are: Provided by the PUBLISHER , final version of the paper, includes layout and copyediting, typically CANNOT be posted to repositories or websites, also known as version of record (VoR)

If archiving is the way you choose to go open access, the Tri-Agency policy requires either the accepted manuscript or the publisher version to be made available in a repository.

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How can I find a copy of my accepted manuscript? 

This guide provides useful advice on where to locate the accepted manuscript in different publisher systems. 

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My papers are on ResearchGate and/or on my personal/departmental website, why should I upload my papers on eScholarship?

ResearchGate does not check if you have the right to upload your papers and leave this responsibility to you. They also do not promise to keep your papers available in a long-term perspective (see their terms and conditions, article 2).

Additionally, making your articles available on websites such as ResearchGate or on your personal website does not fulfill funder open access requirements. 

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What happened to the old eScholarship? Why did it change?

eScholarship launched in 2006. Fourteen years later, the software running the repository was a legacy system, meaning it was no longer being updated and keeping up with changes in the repository landscape. In order to ensure eScholarship continues to meet the needs of users in the present and future, it was essential that we moved to a new software system; one that was being actively updated with the latest features and functionalities.  

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How will the library help me with OA and with complying with my funder’s policy?

The Library is providing guidance and support through a dedicated support service, online materials and face-to-face presentations at Faculty and School meetings.

On your behalf we will:

  • check the copyright policy
  • determine where the full text of an article may be deposited
  • identify which version of an article may be deposited
  • obtain and deposit the final PDF of the article where allowed

Send us your CV and we will review all your publications for you. Email escholarship.library [at] mcgill.ca (subject: CV%20review%20for%20Open%20Access)

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My paper is already open access in the journal it has been published in, should I upload my publications in eScholarship?

Yes.

They is no guarantee that papers that are accessible today will continue to be in the longer term. If a journal ceases to be published, access to its website may also disappear. A link to your journal website will be added when available but depositing a copy of your paper into eScholarship will create an additional access point to your research output. It also provides a central place to put all your research.

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How do I upload my papers in eScholarship?

escholarship [at] mcgill.ca (Email eScholarship) with a list of the items you want to have uploaded including their citations. We will upload the items on your behalf.

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How will people find work that I deposit in eScholarship?

eScholarship is indexed by the major search engines such as Google. This means that your papers will be accessible and visible to anyone looking for papers in your field.

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Do I sign over my copyright when I deposit my works in eScholarship?

No.

When asking the library to upload one of your papers in eScholarship you grant the University a non-exclusive distribution license. The University has the rights to distribute your materials and you keep the right to post them on other repositories or other websites.

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Can I remove or edit material from eScholarship?

As a general policy, eScholarship does not allow to remove or edit items once deposited. There may be exceptions:

  • If you have one, an updated version of the paper may be deposited
  • If you notice a mistake within the record of the paper (authors names, title, metadata), please notify the repository manager

If a material you authored is in the repository and you want it to be removed, escholarship [at] mcgill.ca (contact us).

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How do I view all items in eScholarship?

On the main page, click “GO” without adding any search terms. This will display all items in the repository.

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Where can I see how many times an item has been viewed? Downloaded?

To see the number of views for a record, select the item and then click "Analytics". This view data is based off Google Analytics. 

To see downloads, click on the hyperlink for the file. On the next page, click "Analytics". 

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I used to be able to see all results by a particular department/faculty. How do I do that in the new system?

If you know the name of the department(s) you can go directly to the Advanced search to enter the name(s) there.

Another method is to click “GO” to view all results and then use the facets on the left to navigate by faculty and/or department.

Note: Department/faculty names change over time so for a comprehensive list you may need to run multiple searches with different department names. Additionally, not all records contain both faculty and department information. For example, theses only contain department information so you will be unable to navigate to a particular faculty’s set of theses records directly. If you need help locating a particular set of results, please contact escholarship.library [at] mcgill.ca

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Can I export a set of results to EndNote, Zotero, Excel, CVS?

Unfortunately this functionality is not currently available.

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I have an old and broken URL. How can I locate the item in the new system?

If your URL contains a 6-digit code, you can use that number to search in the new system.

e.g. http://digitool.library.mcgill.ca/thesisfile114248.pdf  search using 114248.

Otherwise contact us and we can try to help locate the item and provide its new URL. 

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Can I limit the results by a certain set of years?

Use the Advanced search to enter the years separated by OR (e.g. 2018 OR 2019 OR 2020). 

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What is a contributor?

A contributor is someone who made a significant contribution to the document but was not an author. Examples include supervisors, editors, translators, advisors etc.

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What does “Browse by category,” mean?

This is a list of specific collections in the repository.

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What are collections?

Collections are a grouping of content on a specific theme or type of work. For example, the Theses & Dissertations collection or the collection of Technical Reports.

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Can I get bulk access to metadata about works in the eScholarship repository?

Yes! eScholarship provides metadata about works in the repository for harvesting via the Open Archives Initiative Protocol for Metadata Harvesting (OAI-PMH). The OAI-PMH baseURL is https://escholarship.mcgill.ca/catalog/oai.

Please note that while metadata about works in eScholarship is available for free use for any purpose, the works themselves may still be under copyright protection. Please see the rights metadata field in each OAI-PMH record for information about the rights status of any given item.

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Who do I contact if there is an error?

Please email escholarship.library [at] mcgill.ca with any corrections.

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