Deposit Guidelines

Works by MacEwan students are welcome with a faculty member's approval.

Visit Deposit Student Work to learn more. 

To share: By collecting and making the intellectual output of MacEwan University accessible online, RO@M facilitates greater opportunities for research, discovery, learning, collaboration, and innovation. It also provides researchers with a place to deposit works that fall under open access archiving policies mandated by research funding agencies including the Tri-Agency, and MacEwan's Open Access Archiving Guidelines for Internally Funded Research.

To promote: Works in RO@M help raise the research profile of MacEwan University and its members. RO@M also contributes to student learning by making exceptional examples of undergraduate work available, serving as a model to students in their educational endeavours and evidence of student accomplishment.

To preserve: RO@M supports long-term digital preservation of deposited works.

Faculty and staff: May deposit research, scholarship, or creative works to RO@M free of charge following the instructions noted above. Former employees are also welcome to deposit works produced while at MacEwan University.

Students: Student work can be deposited with a faculty member's approval or by a faculty member on a student's behalf (see: Deposit Student Work), provided the work has been deemed exceptional in terms of format, scope, or depth of research.

Research, scholarship, or creative activity can be deposited to RO@M including:

• Research articles, including post-print versions of articles published in subscription journals.
• Conference papers, posters, recordings, and presentation slides
• Undergraduate student reports, presentations, and creative works
• Working papers and technical reports
• Recordings of podcasts
• Books, book chapters, and book reviews
• Research materials (e.g., field notes, images)
• Creative works (e.g., music recordings, recorded performances, photographs, videos)

File size: If you wish to deposit any individual files larger than 2 GB, please contact us to discuss your needs.

File formats: A list of supported file formats is available here. For assistance with digitizing or converting works to an appropriate format prior to deposit contact us.

Copyright: When depositing works to RO@M, you give MacEwan University non-exclusive permission to make these works available to others in whatever capacity is premissable under copyright. You also warrant that the posting of the work does not infringe any copyright or violate any other rights of any third parties.

RO@M staff are able to help investigate copyright permissions, identify copyright holders, and request appropriate permissions to deposit works to RO@M. Please do not hesitate to contact us for assistance.

If you want to make changes to your work contact us and we will make the changes for you.

Removing items from RO@M is strongly discouraged since the purpose of an institutional repository is to provide long-term preservation and access. However, depositors may request that items be removed at any time and these requests will be complied with as soon as possible. Withdrawn items will not be deleted, but removed from public view with metadata retained unless there is a legal requirement to remove the item entirely.

In the case of a third-party dispute regarding copyright or any other rights, any items in question will be removed from public view as soon as possible and will only be replaced if and when the dispute is resolved.

RO@M is committed to providing unrestricted access to digital works on the Internet. However, if a published version of a work cannot be shared openly due to copyright, where possible we will link to the work in the Library's collection so that MacEwan users may access it and so that its metadata is still discoverable to external users.
*Note that most subscription journal publishers allow for the posting of peer-reviewed final drafts (post-print) and that this is the version that should be deposited to RO@M whenever possible in this instance.

If a publisher has imposed an embargo period on a work (typically 12-24 months following publication), RO@M staff will make the work available at the end of the embargo period. These works can still be deposited at any time.

Student works may be deposited with access restricted to MacEwan users or with an embargo period preventing the work from being made available immediately. In these cases, metadata will remain visible including the title, author and abstract for the work. Visit Deposit Student Work to learn more. 

If your work requires additional access restrictions please contact us to discuss your needs.

Unless withdrawn due to a copyright dispute or at the request of the depositor, all items will be retained for the life of RO@M, and will be stored on secure servers.

RO@M staff will make every effort to translate file formats if existing formats are at risk of becoming unreadable or obsolete to ensure that deposited items continue to be readable through future technological changes.

Additionally, the repository software creates permanent links (sometimes called “permalinks”) that will not change over time to ensure long-term access to your works when shared on other sites or in bibliographic citations.

RO@M staff are able to assign a DOI to original works archived in RO@M. This includes undergraduate theses, technical reports, and unpublished works like original drafts of research articles that have not yet been peer-reviewed. Please contact us to discuss your needs.

To obtain a DOI for previously published works, please contact the original publisher of that content.