Submitting Items to OAKTrust

First-time Users

Create your account.
How? Log in to the Repository using your NetID and password. Obtain authorization and establish a collection, if needed. How? Contact us. We will assign you the permissions you need and can answer questions about the process. If you are a Texas A&M faculty member you are automatically authorized to submit to the Faculty Publications collection. In some circumstances OAKTrust (Digital Repository) Administrators can also establish a collection for you in your department's community. Now you are ready to begin contributing to OAKTrust (Digital Repository)!

Submit your item

Log in to OAKTrust (Digital Repository), and browse to the collection to which you are adding an item. If you are authorized to submit to the collection, you will see a link that reads “Submit a new item to this collection”. Click that link to begin the submission workflow.

If at any point you need to leave the submission process, click on the Save/Cancel button at the bottom of the page. Choose the Save option (or the Remove option if you just want to start over later). The next time you log in, click on the My Account box. Unfinished submissions can be found and resumed by clicking on the “Submissions” link and clicking on the submission you wish to pick up.

Batch loading is possible for a very large number of items. Our friends at OhioLINK created this tool to help you prepare files and metadata. Contact scholcomm@library.tamu.edu if you need assistance.

1. Submit: Describe Your Item (Page 1)

You are given two options to describe your item:

  • Multiple titles: Check this box if the item has multiple titles.
  • Published: Check this box to indicate that this item has been published, presented, or distributed before. If you leave this box unchecked, indicating that the Digital Repository is the first means of distribution, the repository will record the submission date as the date of issue.

2. Submit: Describe Your Item (Page 2)

Fill in all relevant fields. Authors, Title, and Date are mandatory. You can copy and paste from a document to speed the process and eliminate typographical errors.

Authors: Enter the author's full name, last name first. You can add a middle initial (or full middle name) after the first name. Additional authors can be added by clicking the Add button. For organizational authors (i.e., those without first and last names), provide the name of the authoring group in the 'last name' box.

Title: Enter the full main title of your item.

Other Titles: Enter any alternative titles that the item has, such as a translated or abbreviated title. You will only see this field if you checked the multiple titles box on the previous page.

Date of Issue: Enter the date of original publication, presentation, or distribution. You must enter the year at minimum. You must use the format YYYY for year and DD for day; the month is selected from a dropdown menu. You will only see this field if you checked the previously published box on the prior page.

Publisher: Enter the name of the entity responsible for the publication, distribution, or imprint of any previously issued instance of the work.

Citation: Enter a bibliographic citation for the item. While not required, this is very helpful to users who may wish to cite your work.

Series/Report No.: If the item is part of a series, enter the name of the series and the number of the item within the series.

Identifiers: Enter any identifiers that the item may have, such as an ISBN, ISSN, DOI, or URI, and select the type in the drop down menu. If the item has a locally created identifier, choose Other from the drop down menu. Put any DOIs in the URI field, preferable in the format http://dx.doi.org/. This will create a hyperlink.

Type: Select the type of item you are adding from the choices given.

Language: Select the primary language for your item.

Embargo Date: If you wish to restrict access to a work for a period of time (e.g., to comply with a publisher's embargo), use this function. Enter the date you want the item to be available. You must use the format YYYY-MM-DD. If you want to permanently restrict access, enter forever in the box. Note the items' metadata will still be publicly available, but the files will be restricted.

Request Access: If you elected to place an embargo on your submission, you can allow other users to request access to your work. To do this, change the drop-down list from NO to YES. If someone with a valid Texas A&M NetID account requests access to your work, you will receive an email with the name and email address of the requester. You can choose to:

  1. deny access
  2. grant limited (7-day) access to the requester
  3. grant unlimited, permanent access to the requester
  4. grant permanent access to all users (i.e., open access)

Click Next.


3. Submit: Describe Your Item (Page 3)

Keywords: Add any keywords or phrases that describe the content of the item. Additional keywords can be added by clicking the Add button.

Abstract: Enter the full text of the abstract or summary of the item.

Sponsors: Enter the names of any person or group that funded or sponsored the development of the item.

Description: Enter any additional description of the item (number of pages, for example.) Do not enter file type or size, the repository will detect and add this information in another field.

Click Next.


4. Submit:Upload a File

Click Browse and navigate to your item on your computer. Select the appropriate file, and the path name to the file on your computer should appear in the File box. If your item consists of more than one file, you can enter a brief description of the file you are currently submitting to differentiate it from the additional files.

Click Next.


5. Submit: Verify Submission

Verify that all of the information entered to this point is correct. If you need to correct something, click on the Correct one of these button below the section of information that you need to change.

Once all information is correct, click Next.


6. Choosing a License

There are three different licenses in the Repository to represent three different submission scenarios.

If you are the copyright owner submitting your own work, check the option for "I am the rights holder to this work."

If someone else is the copyright owner and you have their permission to submit the work, check the option for "I am authorized by the rights holder to submit this work."

If the material being submitted is in the public domain (free of copyright protections), check the option for "I warrant this work is in the public domain." Please select the license that best matches your situation, grant the license by selecting 'I Grant the License'; and then click 'Complete Submission'.

1. SUBMISSION COPYRIGHT STATEMENT for copyright owners
I grant Texas A&M University ("Institiution"), my academic department ("Department"), and the Texas Digital Library ("TDL") the non-exclusive rights to copy, display, perform, distribute, and publish the content I submit to this repository ("Work") and make the Work available in any format in perpetuity as part of an Institution, Department, or TDL repository communication or distribution effort. I understand that once the Work is submitted, a bibliographic citation to the Work will remain visible in perpetuity, even if the Work is updated or moved. I understand that once the Work's copyright owner(s) will continue to own copyright outside these non-exclusive granted rights. I warrant that:

  1. I am the copyright owner of the Work, or
  2. I am one of the copyright owners and have permission from the other owners to submit the Work, or
  3. My Institution or Department is the copyright owner and I have permission to submit the Work Based on this, I further warrant that to my knowledge:
  4. The Work does not infringe any copyright, patent, or trade secrets of any third party, and
  5. The Work does not contain any libelous matter, nor invade the privacy of any person or third party, and
  6. That no right in the Work has been sold, mortgaged, or otherwise disposed of, and is free from all exclusive claims. I agree to hold Institution, Department, TDL, and their agents harmless for any liability arising from any breach of the above warranties or any claim of intellectual property infringement arising from the exercise of these non-exclusive granted rights.

2. SUBMISSION COPYRIGHT STATEMENT for proxy submitters
I grant Texas A&M University ("Institution"), my academic department ("Department"), and the Texas Digital Library ("TDL") the non-exclusive rights to copy, display, perform, distribute, and publish the content I submit to this repository ("Work") and make the Work available in any format in perpetuity as part of an Institution, Department, TDL repository communication or distribution effort.

I understand that once the Work is submitted, a bibliographic citation to the Work will remain visible in perpetuity, even if the Work is updated or moved.

I understand that the Work's copyright owner(s) will continue to own copyright outside these non-exclusive granted rights.

I warrant that:

  1. Another party is the copyright owner and I have permission to submit the Work. Based on this, I further warrant that to my knowledge:
  2. The Work does not infringe any copyright, patent, or trade secrets of any third party, and
  3. The Work does not contain any libelous matter, nor invade the privacy of any person or third party, and
  4. That no right in the Work has been sold, mortgaged, or otherwise disposed of, and is free from all excusive claims.

I agree to hold Institution, Department, TDL, and their agents harmless for any liability arising from any breach of the above warranties or any claim of intellectual property infringement arising from the exercise of these non-exclusive granted rights. Proxy Submission License:
If you have a separate permission document from the copyright owner authorizing the release of this item, please attach it here.

3. SUBMISSION PUBLIC DOMAIN STATEMENT
I warrant that:

  1. This work is in the Public Domain Based on this, I further warrant that to my knowledge:
  2. The Work does not infringe any copyright, patent, or trade secrets of any third party, and
  3. The Work does not contain any libelous matter, nor invade the privacy of any person or third party, and
  4. That no right in the the Work has been sold, mortgaged, or otherwise disposed of, and is free from all exclusive claims.

I agree to hold Institution, Department, TDL, and their agents harmless for any liability arising from any breach of the above warranties or any claim of intellectual property infringement arising from the exercise of these non-exclusive granted rights. Distribution License: I accept the terms of this license.


7. Submission Complete

Your item has been added to the repository. You will receive an email confirmation.

If your collection requires review of the item by another party, notification will be sent to them regarding your submission. Once the review process is complete, your item will be publicly available.

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