Frequently Asked Questions


General Information

Technical Issues

Author Rights

Submitting Data

DOI (Digital Object Identifier)

What is ScholarWorks?

ScholarWorks a curated repository designed to capture and showcase the scholarly output of the Boise State University community. It is a collection of services that includes:

  • Identifying and making available via the ScholarWorks web site documents and files produced by the faculty, research groups, and students of Boise State University.
  • Creation of SelectedWorks profile pages which highlight the scholarly accomplishments of individual faculty members, and provide visibility to publications outside the scope of the repository.
  • Distribution of regular reports that provide data on the impact and usage of faculty publications.
  • Access to simple and inexpensive electronic publishing of original series, journals, and monographs.
  • Promotion of research efforts via a searchable database, reports to key administrators and stakeholders, and coordination with other research recognition activities.

{ top }

What can be uploaded to ScholarWorks?

The repository focuses on current research works published or created while affiliated with Boise State University. Works are evaluated to identify if they fall within the scope of the repository. If so, the copyrights of published works are then carefully reviewed to see if a publication, or version thereof, is allowed to be included on the resulting repository record by the rights holder. If a document cannot be uploaded, an abstract record will be created for the identified publication and its corresponding permanent link if there is one associated with it.

The repository primarily houses records for peer-reviewed journal and book publications of faculty and staff, but also includes originally published datasets, journals, and image galleries; electronic theses, dissertations, and selected graduate and undergraduate projects; and other selected university documents identified for inclusion.

Types of materials and projects in ScholarWorks include:

  • Peer-reviewed journal articles
  • Theses
  • Dissertations
  • Presentations
  • Datasets
  • Working papers / pre-prints
  • Technical reports
  • University documents
  • Books
  • Images
  • Video and sounds files

If a work falls out of the scope of the repository, it may be possible to recognize it on a SelectedWorks profile page (see sections below). Unique collections can potentially be created as well, for questions and virtual consultations contact the ScholarWorks staff at .

{ top }

My colleague told me he has his own "SelectedWorks" page. What are SelectedWorks Profiles and can I set one up?

SelectedWorks profiles, a service of ScholarWorks, allow individual faculty members to showcase their scholarly output in a more flexible manner. They provide space to highlight such information as research interests, grants, awards, professional affiliations, and to draw attention to particular publications and works, including those that fall outside of the scope of the repository itself.

Listing your publications through your SelectedWorks site provides many advantages:

  • Enhances professional visibility and impact through broader dissemination and increased use of research
  • Provides a quick, effortless, and inexpensive method of sharing research
  • Allows tracking of document usage through download reports
  • Notify colleagues when new publications are uploaded
  • When authorized, enables an easy method to allow assistants to update and maintain your site
  • Creates an online vita which can provide full-text access to your publications

    • Profile pages are generally maintained by ScholarWorks staff while an individual is affiliated with Boise State. This is due to the interconnected nature of the profiles with the repository and Expert Gallery, along with corresponding copyright review (see section below). However, there are features within the profile pages that can more directly be updated by faculty. ScholarWorks staff are happy to schedule a Zoom call to provide a more detailed overview of the profiles and how they work.

    Profile pages for faculty and staff are displayed in the SelectedWorks Gallery in the repository, //scholarworks.boisestate.edu/sw_gallery.html “ target=”_blank”>https://scholarworks.boisestate.edu/sw_gallery.html. If you would like us to set up a SelectedWorks page for you, or if you have an existing bepress profile from a previous institution, please contact ScholarWorks staff at .

{ top }

What can be displayed on SelectedWorks Profiles?

As official records are created in the repository, ScholarWorks staff will import them over to corresponding SelectedWorks profiles. Records for works housed in other Digital Commons institutional repositories are also able to be imported. For works that fall out of scope of the main repository, a record can be created to represent it on the profile pages. Profile pages affiliated with the university do not count as personally maintained websites, as such copyright review applies.

Types of additional records that can be added to SelectedWorks profiles:

  • Non-Boise State affiliated publications
  • Non-peer reviewed articles, such as:
    • Newsletters
    • Popular press publications
    • Editorial and opinion pieces
  • Encyclopedia entries
  • Book and film reviews
  • Conference presentations
  • Invited Talks
  • Interviews
  • Student mentored works
  • Event ephemera

{ top }

Who can upload documents to the ScholarWorks repository?

Primarily only ScholarWorks staff upload documents to repository records. ScholarWorks staff do a full review of publisher copyright permissions and will act accordingly. Any Boise State University faculty and staff member my have records created for their publications if they are determined to fall into the scope of the repository. In select cases, record submission information is directly received for unique collections, such as select undergraduate and graduate projects, by their authors and is reviewed by ScholarWorks staff before publishing. The submission process varies depending on the nature of a collection, and can be through a separate submission form or by direct uploading of information into the ScholarWorks repository.

Faculty who wish to include undergraduate student work should contact the ScholarWorks staff at .

{ top }

I noticed some of my publications are not listed, how can I have them added?

In most cases, the ScholarWorks staff actively identify and seek out permission to post a professor's work. If you happen to notice that a publication is not listed either in the ScholarWorks repository or on your SelectedWorks profile, please feel free to contact the ScholarWorks staff at . We can review desired items and/or setup a Zoom call to provide more information regarding the repository, copyright questions, and SelectedWorks profiles as needed.

{ top }

I have a whole collection of documents I would like uploaded. Can I do this?

Groups of documents that fit within an established unique collection may be uploaded using the standard process. However, if the documents are part of a new collection that would need to be created, you will need to contact ScholarWorks staff. Depending upon the type of collection, we may be able to establish a separate series for you. Please contact the ScholarWorks staff and we will setup a Zoom call to discuss this option further.

{ top }

Who can access the items included in ScholarWorks?

ScholarWorks is an Open Access repository. In most cases the uploaded content is available to any person with access to the Internet. However, when requested by individual authors or required by publisher copyright agreements, some documents may be embargoed for a period of time or limited to members of the Boise State community.

{ top }

I understand ScholarWorks can support the electronic publishing of academic journals. How do I learn more about this?

ScholarWorks can provide a peer-review workflow application which is designed to streamline and simplify the publication of online journals. Features include:

  • A peer-review process which provides tracking referee activity, automatically emailing appropriate reminders, and providing a mechanism for anonymous correspondence between reviewer and author
  • Oversight of editorial tasks such as referee correspondence and manuscript tracking
  • Elimination of mail and copy costs

If you would like to discuss this service in more detail, please contact ScholarWorks at: (208) 426-2581 or .

{ top }

My publisher is requiring me to wait a certain period of time before I can post my publication on ScholarWorks. What can I do?

In cases where publishers require an embargo period before allowing authors to distribute their own work, ScholarWorks can limit access to your publication until the embargo period has passed. However, it is recommended that authors review the copyright agreement they signed when their manuscript was accepted for publication. Many publishers are now allowing authors to disseminate pre-publication versions of their work. If you have questions or need assistance understanding your author rights, please contact ScholarWorks at: (208) 426-2581 or . Additionally, please review the Author Rights FAQs below.

{ top }

I’m a Boise State University graduate student. Can I upload my thesis/dissertation to ScholarWorks?

Yes! The Boise State University Graduate College has developed a process for students to create and make available via ScholarWorks an electronic copy of their thesis or dissertation. The advantages of this approach are that content can be presented in far more versatile and effective ways compared to paper, and it is possible for a student to allow digital access to his or her work so that it reaches an audience that extends well beyond the library shelf. To learn more about this option, please contact the Graduate College at (208) 426-3903 or visit their web site at: https://www.boisestate.edu/graduatecollege/.

{ top }

How does uploading content to ScholarWorks help me disseminate my work?

ScholarWorks captures and disseminates the intellectual capital created by Boise State researchers. These efforts expand readership and usage by making scholarship freely accessible. Additionally, ScholarWorks brings together into a single resource the full scope of the academic work conducted at Boise State University. This makes it easier to access and illustrate the value of these efforts.

On a practical level, ScholarWorks is designed to work with search engines like Google. This increases the discoverability of publications uploaded into the system. Research has begun to demonstrate that the more accessible a publication is, the more usage and ultimately citations it receives.

{ top }

I need help! Who do I contact?

ScholarWorks staff are available to answer questions and assist you in uploading content. Please contact ScholarWorks at: (208) 426-2581 or .

{ top }

Can I remove my work from ScholarWorks?

ScholarWorks serves as a permanent account of the scholarly record. Thus, any requests for deletion of an item from ScholarWorks will undergo review by the ScholarWorks staff. Alternative methods for access can be considered. If an item is ultimately deleted, a metadata record will remain with the following message: “Item withdrawn by authority of Boise State University. If you have any questions, please contact scholarworks@boisestate.edu.”

{ top }

How do I upload a document?

To upload a document:

  1. Select the "My Account" link and log in.
  2. Select the "Submit Research" link in the left sidebar.
  3. If you have not already done so, select a collection in which to upload your document.
  4. Fill in the form.
  5. Click the Submit button.

After you submit a document, you will see a confirmation screen. You will have the option to Revise Your Submission or Upload Another Submission. If you are finished uploading documents, you may simply logout of your account.

If you need assistance uploading files, please contact ScholarWorks at: (208) 426-2581 or .

{ top }

What document types does ScholarWorks accept?

ScholarWorks can receive a wide variety of document types. The system can accept: .doc, .docx, .rtf, or PDF files, which are then displayed as PDF documents. Additionally, specialized image galleries can handle most standard image types including: .bmp, .jpg, .gif, .png, and .tiff. Any other file type will be categorized as "download to desktop," allowing users to access the file depending on whether or not they have the appropriate software.

{ top }

I don't have electronic versions of old working papers that I'd like to include in ScholarWorks. Is it okay to scan the printed page to a PDF file?

Yes, scanning printed pages is a great way to create PDF files for inclusion in ScholarWorks. There are two ways to scan a page: using OCR (Optical Character Recognition) or scanning the page as an image. Making OCR scans requires careful proofreading and loses the original formatting of the documents. However, image scans cannot be searched. The best solution takes advantage of both of these methods. Many software applications allow for the OCR capture of image scans. When documents are scanned this way, users see the image scan but search the full-text of the document. This is the preferred method for scanning documents for ScholarWorks.

If you need assistance posting a print document, please contact ScholarWorks for assistance at: (208) 426-2581 or .

{ top }

When I copy and paste abstracts into the Submit form, some text is missing, quotes look odd, or strange characters appear in the abstract. What's going on?

When copying abstracts from a word processing file or a PDF file, and pasting the text into the submission form, you are taking text from an environment that may support fonts and special characters (like symbols or "smart quotes"). Because the abstract is intended to be presented on the web, the format of the abstract needs to be reduced to plain text with no fonts or special characters. We recommend the following changes to keep your titles and abstracts legible on the web:

  • Change "smart" single and double quotes to straight quotes
  • Change an ellipsis to three periods (...)
  • Change em- and en-dashes to hyphens

If you would like to use bold and italic in your abstracts, you may do so using the corresponding HTML codes. If submitting an abstract in HTML format, please be sure to select the corresponding option on the submission form.

The following HTML tags are recognized by the system and may be used to format an abstract (use lowercase tags):

How to include HTML tags

HTML tags
<p> - paragraph
<p>This is the first paragraph.</p>
<p>This is the second paragraph.</p>

This is the first paragraph.

This is the second paragraph.

<br /> - line break
<p>This is a line of text with a linebreak here. <br /> This is text after</p>

This is a line of text with a linebreak here.
This is text after
<strong> - strong/bold
<strong>bold text</strong>

bold text

<em> - italics/emphasis
<em>italicized text</em>

italicized text

<sub> - subscript
Text with <sub>subscript</sub>

Text with subscript
<sup> - superscript
Text with <sup>superscript</sup>

Text with superscript

{ top }

How do I include accents and special characters in the abstracts and titles?

The repository software supports the ISO 8859-1 character set (this includes the numbers 0-9, upper- and lower-case letters A-Z, and standard English punctuation). Although you may take advantage of the complete character set, we recommend you consider not using special characters as these may inhibit user searches, both on the web and on the site.

{ top }

How can I submit a multi-part file, such as multiple chapters for a book?

Combine all the sections together as one Microsoft Word file or PDF file and submit that.

To make one PDF file from multiple files using Adobe Acrobat, open the first PDF file, then choose Document>Insert Pages from Acrobat's menus to insert the second file (indicate it should go after the last page of the first file), and repeat for all documents. The result will be one compound PDF file which may then be submitted.

If you feel that the one large PDF file might be too large for some people to download, we suggest that you submit the consolidated file as the full text of the article, and then upload the separate chapters or sections of the document as Additional Files. These files will appear on the web page alongside the complete document. For more information about uploading associated files, see below.

{ top }

Can I post related files (sound clips, data sets, etc.) alongside the published article?

Yes! ScholarWorks refers to these supplementary items as Associated Files. You will be prompted to submit Additional Files when you upload your submissions. The name of the files you upload will appear on the web site along with your short description of it. However, please realize visitors must have the necessary software to open your files.

Please be sure that there are no permissions issues related to use of the associated material. Sometimes, especially with images, you must write a letter seeking permission to use the material before it can be posted.

Also note that where possible, items such as images, charts and tables that are referenced in the document (or otherwise an integral part of the document) should be included directly in the article itself and not posted just as associated files.

{ top }

Can I post a reprint from a journal?

It depends on what the journal allows, which is usually specified in their agreement with the author. If it would not violate copyright to post the reprint on ScholarWorks, you're welcome to do so. Assistance in determining copyright restrictions can be obtained by contacting the ScholarWorks staff at: (208) 426-2581 or .

{ top }

A working paper in ScholarWorks has been published in a slightly revised form in a journal. What should I do?

Many journals do not have any restrictions on working papers that preceded an article, especially if substantial revisions were made. You should check your author agreement with the journal to confirm that there is no problem with leaving the working paper on the site. Uploading content into ScholarWorks would constitute noncommercial use.

{ top }

How do I know how many people have downloaded my papers?

ScholarWorks automatically sends out monthly download reports to individual authors. These reports will provide basic usage information.

{ top }

What are my rights as an author?

As the author of a work you are the copyright holder unless and until you transfer the copyright to someone else in a signed agreement. Normally, the copyright holder possesses the exclusive rights of reproduction, distribution, public performance, public display, and modification of the original work. An author who has transferred copyright without retaining these rights must ask permission unless the use is one of the statutory exemptions in copyright law.

{ top }

Do I have to sign the publisher’s copyright agreement?

The law allows you to transfer copyright while holding back rights for yourself and others. In most cases publishers require only your permission to publish an article, not a wholesale transfer of copyright. It may be beneficial to hold onto rights to make use of the work in ways that serve your needs and that promote education and research activities.

{ top }

What else can I do if I want to retain my copyrights as an author?

Publishers’ agreements (often titled “Copyright Transfer Agreement”) have traditionally been used to transfer copyright or key use rights from author to publisher. They are written by publishers and may capture more of your rights than are necessary to publish the work. Ensuring the agreement is balanced and has a clear statement of your rights is up to you. One way of doing this is to include an addendum with the agreement. SPARC – Scholarly Publishing and Academic Resources Coalition Resources for Authors provides information and tools to help authors create these sorts of amendments.

{ top }

I signed a publisher’s copyright agreement giving them the right to control distribution of my work. Can I still upload my publication(s) to ScholarWorks?

Please be aware that if you have already signed over your copyright to a publisher or other third party, you may still be able to deposit your work into ScholarWorks. Many publishers allow authors to freely disseminate either a pre-print or even the final, published version of their document. To find out what your publisher allows, please contact the ScholarWorks staff for assistance with this at .

{ top }

What is Boise State doing to promote open access to the research produced by the university?

As a metropolitan research university of distinction, Boise State is dedicated to disseminating its world class research. In support of this mission, ScholarWorks actively solicits faculty publications and research of all types, and within the restrictions of existing copyright agreements makes those resources freely available.

{ top }

Where can I learn more about my rights as an author?

You can find more information about author rights at https://guides.boisestate.edu/c.php?g=1078609&p=7869215. You can also contact the ScholarWorks staff at .

{ top }

Why should I make my data public?

Increasingly, funders are requiring that the data underlying a publication be made publicly available. Making data available is also a good part of the research lifecycle regardless of funding requirements. Most venues for making data public will give the researcher a persistent identifier such as a Digital Object Identifier (DOI) for use in a citation and to help the researcher track the impact of the data.

{ top }

What kinds of data can be uploaded to ScholarWorks?

ScholarWorks will host and disseminate the final, curated version of your data that supports the findings of your research. All datasets must include a ReadMe file. While ScholarWorks can accept large files, individual dataset files are recommended to be no larger than 2GB to prevent a timeout when downloading.

Data classified as Level Three by the Boise State University Data Classification Standard and possibly data classified as Level Two can be uploaded to ScholarWorks. In general, these classification standards allow us to upload data that does not contain protected, private, confidential information or human subject’s data. If your data does not fit the Level Two or Level Three standard but you believe it has been properly anonymized, please contact . Note that ScholarWorks staff are not responsible for anonymizing data and will require the data submitter to assert their right to post the data.

{ top }

Who can upload data to ScholarWorks?

Members of the Boise State University community are welcome to submit data objects to ScholarWorks. Students will need a faculty member to approve the data request. If a project has a data manager, the data manager should contact to coordinate multiple uploads.

{ top }

How should I send my data to ScholarWorks?

Please email to ask questions regarding the data submission process. To submit data please fill out the submission form and attach the data file(s). We may reply with questions to help us make the data as accessible and reusable as possible.

{ top }

Who can access my data and what can they do with it?

ScholarWorks is an Open Access repository and strives to make the scholarly outputs of Boise State available worldwide without restrictions. Anyone with access to the Internet should be able to find and download your data. If someone re-uses your data, it is expected that they will credit you using the citation and DOI provided on the ScholarWorks page.

{ top }

Where will my data be displayed?

Your data will be displayed within our data sets collection in the most appropriate series. If there is no series that describes your data, we will work with you to create a new one. For data supporting a publication, we will link the data record to the publication record.

{ top }

Are there any size limitations?

Currently, ScholarWorks is optimized to work with files under 2GB. If your file is larger, there may be timeout issues for a user trying to download the file. Please contact if you would like to upload a file larger than 2GB.

{ top }

I have multiple versions of my data, and multiple files, what should I send?

You should send the final, curated version of your data. This is the version of the data that supports findings in your research and can be presented to any researcher wishing to verify your findings. For more information about deciding what type of data to keep, please see https://www.dcc.ac.uk/resources/how-guides/five-steps-decide-what-data-keep#2. You can include multiple files, including a ReadMe file to help reproduce or explain your data.

{ top }

Can I limit access and/or embargo release of my data?

Since ScholarWorks is designed to be an Open Access repository, we do not recommend limiting access or embargoing data. However, you may contact if you would like to request limiting to Boise State IP addresses only, or a limited embargo (typically less than two years). ScholarWorks is not an appropriate location for permanently embargoed or temporary content.

{ top }

Will I get download statistics for my data set?

Yes. You will receive monthly emails showing the number of times the files was downloaded, provided the file was downloaded at least once that month. If you have a SelectedWorks page, you may also login to your Author Dashboard to see more information about the downloads including location and organization of the downloader.

{ top }

My colleague told me ScholarWorks can help me with my data management plan. Where can I get more information?

Please see the Albertsons Library's Data Management Services webpage/ for more information on creating or getting help with creating a Data Management Plan.

{ top }

What is a DOI?

DOI stands for Digital Object Identifier. DOIs are an international standard for assigning a unique string of characters to an object allowing persistent access to information about that object and where on the Internet it can be found. DOIs allow for objects to be easily cited and discovered, giving the creator of the work credit.

{ top }

Can ScholarWorks help me get a DOI?

Yes. ScholarWorks is able to issue DOIs for items published in the repository. Since DOIs provide persistent access to a digital object, ScholarWorks will need to work with you to ensure we can provide long term access to the data set.

{ top }

Are DOIs only for data sets?

No, ScholarWorks can issue a DOI for many types of work including articles, books, images, and data sets. If the work does not already have a DOI and can be made publicly available on the Internet, we will work with you to collect the information needed for a DOI. Please contact .

{ top }

Once a dataset is made publicly available, can it be changed or removed?

When Boise State assigns a DOI to an object, we are committed to providing persistent access to that object. Our expectation is to not change or remove an object once it is published with the DOI. If work is in-process, the DOI will be issued after it is in a finished state. If, after publication with a DOI, an error is noticed or there is a compelling reason to change the object, we will make the modification with a notation of the change. If the dataset is withdrawn, the metadata will remain available along with a note of the removal. These expectations are necessary to comply with international standards for DOIs.

{ top }

Who can I contact for more information?

Please contact .

{ top }